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Email Administration April 2021

Email Administration: Email Administration Overview

Table of ContentsEmail Administration Overview............................................................................................................................ 1

Email Preferences........................................................................................................................................... 2

Email Digests Overview................................................................................................................................... 4

Email Digest Management........................................................................................................................... 5

Email Digest - Create/Edit............................................................................................................................ 8

Email Digest - Add Section......................................................................................................................... 15

Email Digest - Edit Section Body................................................................................................................20

Email Digest Sections - Careers and Performance....................................................................................24

Email Digest Sections - Learning...............................................................................................................38

Marketing Communications Overview...........................................................................................................55

Marketing Communications Administration................................................................................................56

Marketing Email - Create............................................................................................................................ 58

Marketing Email Template - Create............................................................................................................67

Email Management Overview........................................................................................................................ 75

Email Administration.................................................................................................................................. 76

Email - Create............................................................................................................................................ 81

Email Export Log........................................................................................................................................ 93

Email Tags................................................................................................................................................. 94

Email Triggers.......................................................................................................................................... 180

Email Calendar Options........................................................................................................................... 383

Email Administration Quick Reference Card............................................................................................387

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Email Administration Overview

Troubleshooting InformationThe following pages contain troubleshooting guides for using emails:

o See Troubleshooting Guide - Emails.o See Email Troubleshooting Guide.

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Email PreferencesEmail Preferences define end user's ability to change their email address and the associated email notifications when emails are changed. A great deal of Cornerstone workflow is triggered by email functionality. By defining who has the ability to change users emails and where the notification of such changes are to be sent, administrators ensure the appropriate levels of email security and flexibility for their organization. If these requirements vary at different organizational levels, Cornerstone gives you the ability to define email preferences specific to any organizational unit.

To manage Email Preferences, go to ADMIN > TOOLS > CORE FUNCTIONS > CORE PREFERENCES > EMAIL.

Permissions

PERMISSION NAME

PERMISSION DESCRIPTION CATEGORY

Email Preferences - Manage

Grants ability to manage Email Preferences, which includes defining end users' ability to change their email address and the associated email notifications when emails are changed. This is an administrator permission.

Core Administration

Allow User to Change Email AddressWhen this option is selected, users have the option to change their email address via My Account. See My Account.

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Send Email Notification to Old Email Address After Address Has ChangedWhen this option is selected, if a user changes their email address via My Account, the system generates an automatic email to the user's old email address, notifying the user that their email address has been changed. See My Account.

Send Email Notification to New Email Address After Address Has ChangedWhen this option is selected, if a user changes their email address via My Account, the system generates an automatic email to the user's new email address, notifying the user that their email address has been changed. See My Account.

Overwrite SettingsSelect this option to overwrite custom settings for child division OUs. If you overwrite custom settings for child division OUs, the selected settings are applied to both new and existing child OUs. Any previously customized child OUs are updated with the selected settings.

o If this option is unselected, then only the child OUs that do not have customized settings are updated, as well as any OUs that are added in the future.

o A child OU that has not been customized always inherits from the parent, regardless of whether this option is selected.

o An OU is considered customized if its preferences or settings have been changed.

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Email Digests OverviewAn email digest is a scheduled email that is sent on a recurring basis. They are intended to group a user's notifications and reminders into a single email. Email digests are only sent to a user if there is active notification content for the user.

An email digest can contain standard and dynamic sections. Standard sections are sent to all recipients and are included any time an email digest is sent. Dynamic sections, such as the Training is Due section, are populated based on activity within the system. An email digest must contain at least one dynamic section, and the email digest will only be sent when a recipient has applicable content within a dynamic section. For example, a Training is Due email digest is only sent to a recipient when they have one or more training items that are due.

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Email Digest ManagementAn email digest is a scheduled email that is sent on a recurring basis. They are intended to group a user's notifications and reminders into a single email. Email digests are only sent to a user if there is active notification content for the user.

The Email Digest Management page enables administrators to create, view, and manage email digests.

To manage email digests, go to ADMIN > TOOLS > CORE FUNCTIONS > EMAIL DIGEST MANAGEMENT.

Permissions

PERMISSION NAME


Email Digest Administration - Manage

Grants ability to create, edit, view, and delete email digests. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. The permission constraints determine which email digests the administrator can edit and delete. This is an administrator permission.

Performance - Administration

Email Digest Administration - View

Grants ability to view email digests. This permission cannot be constrained. This is an administrator permission.


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Create Email DigestTo create an email digest, select the CREATE EMAIL DIGEST button. See Email Digest - Create/Edit on page 8 for additional information.

Email Digest TableBy default, the email digest table displays email digests in alphabetical order. The table can be sorted by one of the table columns by selecting the appropriate column header.

The following information is displayed for each existing email digest in the table:

o Digest Name - This displays the name that was configured for the email digest.o Administrators with permission to manage email digests may select the digest

name to edit the email digest.o Administrators with permission to view email digests may select the digest name

to view the email digest.o Frequency - This displays how frequently the email digest may be sent to recipients. If

there is no content to be sent to a user, then the email digest is not sent.o Time - This displays the specific time at which the email digest is sent.o Day - If the email digest is sent on a weekly basis, this displays the day of the week on

which the email digest is sent. If the email digest is sent on a monthly basis, this displays the date on which the email digest is sent.

o Active - Select this checkbox to make the email digest active. When an email digest is not active, it is not sent to users. This option is not available if the administrator does not have permission to manage email digests.

Email Digest ActionsTo view the available actions for an email digest, click the drop-down icon in the Actions column. The following actions may be available:

o Edit - Select this option to edit the email digest. This option is only available if the administrator has permission to manage email digests. See Email Digest - Create/Edit on page 8 for additional information.

o Copy - Select this option to copy the email digest. This option is only available if the administrator has permission to manage email digests. See Email Digest - Create/Edit on page 8 for additional information.

o View Log - Select this option to generate a .csv file that contains the following information for each time the email digest was sent in the past 30 days:o Email Address - This displays the email address of the intended email digest

recipient.o Username - This displays the username of the intended email digest recipient.o Status - This displays the status of the delivery. If an error was received, then the

cause of the error is displayed. For example, "User has no associated email address" may be displayed.

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o Time Sent - This is the time at which the email processor sent or attempted to send the email. This is displayed in the user's time zone.

o Delete - Select this option to delete the email digest. This option is only available if the administrator has permission to manage email digests. When this option is selected, a confirmation pop-up opens to confirm the action.

o View - Select this option to view the email digest. This option is only available if the administrator does not have permission to manage email digests.

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Email Digest - Create/EditAn email digest is a scheduled email that is sent on a recurring basis. They are intended to group a user's notifications and reminders into a single email. Email digests are only sent to a user if there is active notification content for the user.

An email digest can contain standard and dynamic sections. Standard sections are sent to all recipients and are included any time an email digest is sent. Dynamic sections, such as the Training is Due section, are populated based on activity within the system. An email digest must contain at least one dynamic section, and the email digest will only be sent when a recipient has applicable content within a dynamic section. For example, a Training is Due email digest is only sent to a recipient when they have one or more training items that are due.

To manage email digests, go to ADMIN > TOOLS > CORE FUNCTIONS > EMAIL DIGEST MANAGEMENT.

o To create an email digest, click the CREATE EMAIL DIGEST button.o To copy an email digest, click the drop-down icon to the right of the email digest and

select Copy.o To edit an email digest, click the drop-down icon to the right of the email digest and

select Edit.

Permissions

PERMISSION NAME








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General DetailsThe following fields are available in the upper section of the page:

o Digest Email Title - Enter a title for the email digest, up to 255 characters. This field is required. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.

o Active - Select this box to activate the email digest. When an email digest is not active, the email digest is not sent to users.

o From Address - Enter the email address from which the email digest will be sent. This field is required. Email addresses must be entered in a valid email address format.

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o Reply-To Address - Enter the email address to which any replies to the email digest will be sent. Email addresses must be entered in a valid email address format.

o CC - A copy or carbon copy (CC) of the email digest can be sent to a specific user or a role. To add a CC user or role, select the appropriate user or role, and then click the ADD button. o To select a specific user, either enter the user's name in the field or click the

Select icon to select a user from the system. See Select User Pop-up for additional information.

o To select a role, select the appropriate role from the drop-down menu.o Subject - Enter a subject for the email digest. The subject is displayed to the recipient.

Tags cannot be used in this field. This field is required. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.

o Frequency - From the drop-down, select how often the email digest will be sent to users. The email digest contains all appropriate notifications from the previous period (e.g., day, week, month), depending on the selected frequency. Email digests only trigger if there is active and applicable content for the recipient. The following options are available:o Daily - When this option is selected, the email digest is sent every day at the

specified time. The time and time zone at which the email digest will be sent must be specified. If the specified time is modified, then the email digest contains all notifications since the last email digest was sent, up to a 48 hour period.

o Weekly - When this option is selected, the email digest is sent every week on a specific day and time. The day of the week, time, and time zone at which the email digest will be sent must be specified. If the specified time is modified, then the email digest contains all notifications since the last email digest was sent, up to a two week period.

o Monthly - When this option is selected, the email digest is sent every month on a specific date and time. The day of the month, time, and time zone at which the email digest will be sent must be specified. If the selected date does not exist in the month, then the email digest is sent on the nearest previous date. For example, if 30th is selected, then the email digest would be sent on February 28th. If the specified time is modified, then the email digest contains all notifications since the last email digest was sent, up to a two month period.

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Why is the meeting date one day behind on my email digest? Why did I receive a past meeting in my upcoming check-in digest?If the configured email digest time zone widely differs from the recipient’s time zone, users may see the meeting dates a day behind the email digest date.

Therefore, it is highly recommend that each region have their own digest. This will keep the notifications relevant to their location.

A user who was included in the email digest and should have received the email digest did not receive it. Why?Normally, users who are configured to receive an email digest will be processed by the digest within 1-2 of hours of the scheduled email digest send time. Digest emails are generated about one hour before sending, so changes to the digest settings close to the time that emails are generated are not guaranteed to be incorporated by the email digest. However, changes should be reflected in subsequent digest emails. To ensure the accuracy of included users and other digest settings, ensure there are several hours between the time you edit the digest and the digest's send time.

Admin VisibilityThis section determines which administrators can view and edit the email digest. Administrators must be within the selected criteria to view and edit the email digest. In addition, the administrator must have permission to manage Email Digest Administration.

To add a criterion, select the appropriate organizational unit (OU) type from the drop-down. Then, either enter the name of the OU in the field or click the Select icon to select an OU from the system. Select the Include Subordinates checkbox to also include any subordinate OUs.

This is optional. Unless visibility is specified, all administrators with the proper permissions can view and edit the email digest.

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AvailabilityThis section limits which users are able to receive the email digest. This enables organizations to customize or brand email digests differently for different groups of users.

Availability must be set for the email digest. To add a criterion, select the appropriate organizational unit (OU) type from the drop-down. Then, either enter the name of the OU in the field or click the Select icon to select an OU from the system. Select the Include Subordinates checkbox to also include any subordinate OUs.

When an administrator creates an email digest, the constraints on the administrator's Email Digest Administration - Manage permission are automatically applied to the availability of the email digest. These are referred to as creator constraints. For example, if the administrator's Email Digest Administration - Manage permission is constrained to Location: United States, then the availability of any email digest the administrator creates is automatically limited to Location: United States.

When applicable, the creator constraints are displayed above the criteria table. Any availability that is selected will further constrain the availability of the email digest.

Note: Email digests are only sent to a user if there is active content for the user.

The following considerations apply when setting availability:

o Verify that the correct time zones are set for your users based on their geographic location. See Time Zone Application Rules.

o If the recipients of the email digest have extreme time zone differences (over 6 hours of difference), then it is recommended that each region have their own digest. This will keep the notifications relevant to their location.

SectionsThis section enables administrators to add and configure standard and dynamic sections within the email digest.

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Add SectionAn email digest can contain standard and dynamic sections. Standard sections are sent to all recipients and are included any time an email digest is sent. Dynamic sections, such as the Training is Due section, are populated based on activity within the system. An email digest must contain at least one dynamic section, and the email digest will only be sent when a recipient has applicable content within a dynamic section. For example, a Training is Due email digest is only sent to a recipient when they have one or more training items that are due.

Click the ADD SECTION button to add a new section to the email digest. See Email Digest - Add Section on page 15 for additional information.

Configure SectionThe following properties can be configured for a section:

o Section Name - Enter a name for the section, up to 100 characters. This name should indicate the purpose of the section, such as Email Digest Header or Review Step Assigned to Reviewer. This is required. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.

o Send To - Select to whom the email digest section should be sent. This field is required. Because Standard sections are always sent to all users within the email digest's availability, this option is only available for non-Standard sections. To add a user or relation, select the appropriate user or relation, and then click the ADD button.o To select a specific user, either enter the user's name in the field or click the


o To select a relation, select the appropriate relation from the drop-down menu. The type of section determines which relations are available.

o Body - To edit the body of the email section, click the EDIT BODY button. This opens the Edit Section pop-up. See Email Digest - Edit Section Body on page 20 for additional information.

Move SectionThe sections can be moved up or down so that they appear in the proper order. For example, the Email Digest Header section should appear first, and the Email Digest Footer section should appear last.

o To move a section upward, click the up icon .

o To move a section downward, click the down icon .

Remove SectionTo remove a section from the email digest, click the Delete icon . A pop-up opens to confirm the section deletion.

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Preview EmailClick the Preview Email link to view how the email will appear to recipients. The preview is opened in a pop-up. All of the HTML in the sections is rendered properly except for <script> tags. Also, email tags are displayed as text.

The Preview Email link is not available if no sections have been added to the email digest.

Save or CancelClick SAVE to save the email digest. This button is not available if no sections have been added to the email digest.

Click CANCEL to cancel the email digest creation or any unsaved changes to the email digest.

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Email Digest - Add SectionAn email digest can contain standard and dynamic sections. Standard sections are sent to all recipients and are included any time an email digest is sent. Dynamic sections, such as the Training is Due section, are populated based on activity within the system. An email digest must contain at least one dynamic section, and the email digest will only be sent when a recipient has applicable content within a dynamic section. For example, a Training is Due email digest is only sent to a recipient when they have one or more training items that are due.

By default, a standard section is added to the email digest. As a best practice, a standard section should be included as the first and last sections of the email digest to provide introduction and closing text for the email digest.

To add a section to an email digest, click the ADD SECTION button in the Sections section.

Permissions

PERMISSION NAME





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Sections TableThe Select Section pop-up displays all sections that are available to the administrator. The following information is displayed for each available section:

o Nameo Description

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The following email digest sections may be available:

Standard Sectionso Standard Section - This section type is a multipurpose section that is always included

when added to an email digest. That is, if a standard section is added to an email digest, it is always included when an email digest is sent to a recipient.

Connect Sectionso Communities Postings - This dynamic section is intended to alert recipients that there is

one or more new postings available in the recipient's Connect communities. This dynamic section can be configured to display the details of each new posting. If there has not been a new community posting that is available to the user since the last digest was delivered, then this section is not included in the email digest for the user. See Email Digest - Community Postings Section on page 39 for additional information.

o Team Feed Updates - This dynamic section is intended to alert recipients that there is one or more new user updates available in the recipient's Connect team feeds. This dynamic section can be configured to display the details of each new team feed update. If there has not been a new team feed update that is available to the user since the last digest was delivered, then this section is not included in the email digest for the user. See Email Digest - Team Feed Updates Section on page 45 for additional information.

o Team Tasks Summary - This dynamic section is intended to alert recipients that there is one or more active team tasks available in the recipient's Connect teams. This dynamic section can be configured to display the details of each active team task. If there is not an active team task that is available to the user, then this section is not included in the email digest for the user. See Team Tasks Summary Section for additional information.

Learning Sectionso Playlist Item Added - If a user is following at least one playlist which is updated with new

content, when an email digest containing a Playlist Item Added section is deployed, the user receives an email with information about the updated playlist, as configured by an administrator. Administrators can create a Playlist Item Added section within an email digest and create an email body using playlist-specific tags, which helps provide users with relevant information about their followed playlists. See Email Digest - Playlist Item Added Section on page 41 for additional information.

o Training Assigned - The Training Assigned section is a dynamic section intended to alert managers and learners that a new learning object (LO) has been assigned to the learner. Instead of receiving separate emails for each individual training assignment, a Training Assigned email digest section can be configured to consolidate all Training Assigned email notifications into a single email digest, based on a specified frequency. See Email Digest - Training Assigned Section on page 49 for additional information..

o Training Due - The Training Due section is a dynamic section intended to alert managers and learners that the due date for a learning object (LO) assigned to the

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trainee is approaching. Instead of receiving separate emails for each individual training assignment, a Training Due email digest section can be configured to consolidate all Training Due email notifications into a single email digest, based on a specified frequency. See Email Digest - Training Due Section on page 52 for additional information.

Careers/Performance Sectionso Check-Ins Follow-Ups Assigned - This section alerts participants that a new Follow-Up

action item is assigned. In addition to their individually assigned Follow-ups, the recipient will also receive notice of unassigned Follow-Ups. See Check-Ins - Email Digest Management on page 25 for additional information.

o Check-Ins Follow-Ups Overdue - This section alerts participants that the due date for a Follow-Up has passed. Follow-Ups that were created more than three months ago will not be included in this digest. See Check-Ins - Email Digest Management on page 25 for additional information.

o Compensation Task Due: Task Approver - This dynamic section is intended to alert recipients that there is one or more compensation task that requires their approval. This dynamic section can be configured to display the details of each compensation task that requires approval. If a user does not have any compensation tasks that require approval based on the section's reminder settings, then this section is not included in the email digest for the user. See Email Digest - Compensation Task Due: Task Approver Section on page 28 for additional information.

o Goals Pending Approval - This section inform approvers of the list of goals created and requiring their actions. See Email Digest - Goals Pending Approval Section on page 31 for additional information.

o Missed Check-Ins - The Missed Check-Ins section is a list of check-ins that the participant scheduled, but a meeting was not created for the last scheduled date. The digest looks at the Meeting Frequency for the scheduled check-ins and informs users of their missed meetings. See Check-Ins - Email Digest Management on page 25 for additional information.

o Performance Review Step Assigned - This email digest section is intended to alert recipients that they have been assigned one or more performance review steps. This section can be configured to display the details of each new performance review step assignment, including reopened steps. If a user has not been assigned a performance review step since the last digest was delivered, then this section is not included in the email digest for the user.See Email Digest - Performance Review Step Assigned Section on page 33 for additional information.

o Performance Review Step Due - This dynamic section is intended to alert recipients that there is one or more performance review steps that are due. This dynamic section can be configured to display the details of each new performance review step that is due. If a user does not have any performance review steps that are due based on the section's reminder settings, then this section is not included in the email digest for the user. See Email Digest - Performance Review Step Due Section on page 35 for additional information.

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o Recent Check-Ins - The Recent Check-Ins section is a list of check-ins with the meetings scheduled for the participant since the previous email was sent. For example, if the digest frequency is weekly, the digest will include all of the meetings scheduled in the last seven days. See Check-Ins - Email Digest Management on page 25 for additional information.

o Upcoming Check-Ins - The Upcoming Check-Ins section is a list of check-ins with the meetings scheduled for the participant before the next email will be sent. The digest looks at the Meeting Frequency for the scheduled check-ins and informs users of their upcoming recurring meetings. See Check-Ins - Email Digest Management on page 25 for additional information.

Add SectionTo add a section to the email digest, select the section name. The pop-up is automatically closed, and the new section is added to the bottom of the Sections section.

CancelTo cancel the section addition, select the CANCEL button.

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Email Digest - Edit Section BodyWhen an email digest section is added to an email digest, the body of the section can be configured so that the appropriate messaging and information is displayed for recipients.

To edit an email digest section body, add the appropriate section to the email digest and click the EDIT BODY button.

Permissions

PERMISSION NAME





When editing an email digest section body, the following options are available:

LanguageIf multiple languages are enabled for your portal, select a language from drop-down menu. The default value is the default language of the administrator who created the email digest.

The text that is entered in the section body should be entered in the selected language. When the email digest is sent to a user, the recipients receive the email digest in their preferred language. If content is not available in their preferred language, then the recipient receives the email digest in the language of the administrator who created the email digest.

TagsClick the Display a list of tags link to view tags available to use in the section body. When the email is sent, the tags are replaced with actual information. The tags must be entered exactly as they are listed, and they are case sensitive. For example, to address the email to the email recipient, enter: "Dear {RECIPIENT.FIRST.NAME} {RECIPIENT.LAST.NAME}," and the fields would be replaced with the relevant information.

Note: Tags used in email digests must be contained between the LIST.BEGIN and LIST.END tags, or the included tags will not function properly.

Which tags are available to include is dependent upon the email digest section type. Review the specific dynamic section topic to view the available tags for that dynamic section type.

My tags aren't working. What do I do?Tags are case-sensitive. Please make sure all the tags are in uppercase letters.

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{LIST.BEGIN} and {LIST.END} are repeater tags that are used for a section that displays all of the items assigned to a user. Please ensure that the tags are enclosed within the {LIST.BEGIN} and {LIST.END} tags in your email body.

Standard Section TagsThe following tags are available for standard sections:

o RECIPIENT.FIRST.NAME - This displays the first name of the user who is receiving the email.

o RECIPIENT.LAST.NAME - This displays the last name of the user who is receiving the email.

Section BodyEnter the message for recipient. The following options are available for configuring the message:

o Tags - Tags may be used in this field. To view a list of available tags, click the Display a list of tags link.

o WYSIWYG Tool - The WYSIWYG (What You See Is What You Get) tool provides configuration tools, such as images, fonts, colors, formatting, and tables. There is also a Copy from Word feature that enables administrators to import from Microsoft Word, preserving the formatting used in the Word document. HTML code can also be used. All of the HTML in the sections is rendered properly except for <script> tags.o The top toolbar of the WYSIWYG tool contains configuration options. The bottom

toolbar is used to switch from design to HTML mode, as well as preview the email.o Note: Documents cannot be deleted from the Document Manager once they are

added. This is because the document may be in use in emails that have already been sent to users. This prevents errors with document links after emails are sent.

o See the WYSIWYG Tool Considerations below for important considerations when using the WYSIWYG tool.

Done or CancelTo save the section body, click DONE. Otherwise, click CANCEL to discard any unsaved changes.

WYSIWYG Tool ConsiderationsThe following are important considerations when using the WYSIWYG tool:

o The Telerik editor demo website (http://demos.telerik.com/aspnet-ajax/editor/examples/default/defaultcs.aspx) is provided for reference purposes only. The editor available in Email Administration is a different version than the demo editor on the website, and there may be features that work differently or are missing. Hence, all features of the editor may not function in the same way as demonstrated in the demo editor.

o Editor Limitations:

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o Microsoft Outlook does not display media files embedded in the editor.o The paste feature may not paste some HTML content when done in the Design

mode, for example "iframes." This can be done via HTML mode instead.o Some media file codes are taken in by the editor but may not display in the emails

received by the user.o HTM files successfully uploaded via the Document Manager in the editor may not

be displayed accurately in Outlook.o Preview may not be identical to how a specific email client renders the email.o "Paste" may not always paste the entire HTML content in design mode.o "Select All" does not select all the content in design mode.

o Known Browser Limitations:o Firefox

o The remove alignment button is not compatible with Firefox.o "Select All" does not select the horizontal lines when the editor is used in

Firefox.o The Add button within Document Manager does not allow for multiple

selection of documents in Internet Explorer and Firefox.o The "Remove Alignment" feature may not work as expected in Firefox.

o Internet Explorero In Internet Explorer 8, the HTM file that is uploaded may show as distorted in

design mode.o In Internet Explorer, when a user uploads a HTM file using the Template

Manager while setting up an email, the uploaded HTM file may have a slightly different layout and formatting.

o The Add button within Document Manager does not allow for multiple selection of documents in Internet Explorer and Firefox.

o CSS Limitations: Some features such as tables, CSS classes, and styles may not be displayed as expected in certain email programs. As a best practice, please avoid the use of the CSS options.o The CSS class is not applied for the Document Manager if they are nested CSS

classes.o The following reference link provides details about which email clients support

which type of CSS: http://www.campaignmonitor.com/css/. Users can view the email using a browser to show the entire contents of the email properly.

o Portal Security - If you have not requested to allow HTML tags, CSS, JavaScript, etc on your portal, you may see that some parts of the system no longer allow unsafe elements. You can opt out of this security measure by logging a case with Global Customer Support to enable bypass XSS validation. By bypassing this validation, Cornerstone will require you to agree to the security risk exposure this may cause. For more details on supported customizable elements: See Safe Listed Customizable Elements.

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Note: A detailed demo of all features in the editor is available at http://demos.telerik.com/aspnet-ajax/editor/examples/default/defaultcs.aspx. Descriptions of each option in the toolbar are provided at http://demos.telerik.com/aspnet-ajax/editor/examples/default/defaultcs.aspx.

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http://demos.telerik.com/aspnet-ajax/editor/examples/default/defaultcs.aspx



Email Digest Sections - Careers and Performance

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Check-Ins - Email Digest ManagementCreating an Email Digest allows an administrator to send a digest of check-in activities to specific users, OUs, or to all users in the organization. Administrators can also set up an email digest for Follow-Ups.

To create an email digest, go ADMIN > TOOLS > CORE FUNCTIONS > EMAIL DIGEST MANAGEMENT.

Creating an email digest is the same across all areas. See Email Digest - Create/Edit on page 8 for additional information.

Permissions

PERMISSION NAME





Email Digest for Check-InsTo configure an Email Digest for Check-Ins, administrators need to add the following Sections:

o Missed Check-Ins - This email digest lists the discussions that the user had scheduled but a meeting was not created since the previous email digest. The digest looks at the Meeting Frequency for the scheduled discussions and accordingly informs users of their missed meetings. The recommended frequency for this section is weekly.

o Recent Check-Ins - This email digest lists the user’s recent discussions that have occurred since the previous email digest. For example, if the digest frequency is Weekly, this will include all the meetings scheduled in the last seven days. The recommended frequency for this section is weekly.

o Upcoming Check-Ins - This email digest lists the upcoming discussions for the user that are scheduled prior to the next email digest. The digest looks at the Meeting Frequency for the scheduled discussions and accordingly informs users of their upcoming recurring meetings. The recommended frequency for this section is daily. Note: If this section is included in a daily digest, it is recommended to deactivate the Check-In Created email trigger in Email Administration to avoid duplicate notifications.

Check-Ins TagsThe following tags are available for Check-Ins sections:

o {RECIPIENT.FIRST.NAME} - The email digest recipient’s first name.

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o {RECIPIENT.LAST.NAME} - The email digest recipient’s last name.o {LIST.BEGIN} - A tag that is used to begin a custom formatted activity list. Tags, text,

and formatting that are between the {LIST.BEGIN} and {LIST.END} tags will be repeated to create an activity list.

o {LIST.END} - A tag that is used to end a custom formatted activity list. Tags, text, and formatting that are between the {LIST.BEGIN} and {LIST.END} tags will be repeated to create an activity list.

o {CHECK-IN.LINK} - A hyperlink that takes the user to the check-in page.o {CHECK-IN.PARTICIPANT.FIRST.NAME} - The participant’s first name.o {CHECK-IN.PARTICIPANT.LAST.NAME} - The participant’s last name.o {CHECK-IN.MEETING.DATE} - The date on which the meeting is scheduled.o {CHECK-IN.TITLE} - The name of the check-in.

Email Digest for Follow-UpsTo configure an Email Digest for Follow-Ups, administrators need to add the following Sections:

o Check-Ins Follow-Ups Assigned - This email digest alerts participants that a new Follow-Up action item is assigned. In addition to their individually assigned Follow-ups, the recipient will also receive notice of unassigned Follow-Ups.

o Check-Ins Follow-Ups Overdue - This email digest alerts participants that the due date for a Follow-Up has passed. Follow-Ups that were created more than three months ago will not be included in this digest.

Follow-Ups TagsThe following tags are available for Follow-Ups Sections:

o {CHECK-INS.FOLLOW-UP.CONTENT} - The content of the follow-up.o {CHECK-INS.FOLLOW-UP.DUE.DATE} - The due date for the Follow-up. Will display

"soon" when the Follow-Up has no due date.o {CHECK-INS.FOLLOW-UP.LINK} - A hyperlink that takes the user to the Check-In

meeting where that follow-up was created.o {CHECK-INS.FOLLOW-UP.ASSIGNEE.FIRST.NAME} - The Follow-Up assignee's first

name. Will display "Unassigned" when the Follow-Up has no assignee.o {CHECK-INS.FOLLOW-UP.ASSIGNEE.LAST.NAME} - The Follow-Up assignee's last

name.

ExamplesMissed Check-Ins BodyHi {RECIPIENT.FIRST.NAME},

It looks like you missed a few meetings this past week.

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However, you can keep the check-in going. Add new meetings by selecting 'New Meeting' and begin preparing.

{LIST.BEGIN}

{CHECK-IN.PARTICIPANT.FIRST.NAME} {CHECK-IN.PARTICIPANT.LAST.NAME} on {CHECK-IN.MEETING.DATE} about {CHECK-IN.TITLE}.

Click here to view the discussions: {CHECK-IN.LINK}

{LIST.END}

Recent Check-Ins BodyHi {RECIPIENT.FIRST.NAME},

Here are the recent check-ins that you had this past week.

Let’s keep the discussion going. Select ‘New Meeting' and begin preparing for your upcoming meetings.

{LIST.BEGIN}

{CHECK-IN.PARTICIPANT.FIRST.NAME} {CHECK-IN.PARTICIPANT.LAST.NAME} on {CHECK-IN.MEETING.DATE} about {CHECK-IN.TITLE}.

Click here to view the check-ins: {CHECK-INS.LINK}

{LIST.END}

Upcoming Check-Ins BodyHi {RECIPIENT.FIRST.NAME},

Here are today's check-ins based on the date and frequency set in your <portalname>.

Don't see a meeting? Add one by selecting 'New Meeting' and begin preparing.

{LIST.BEGIN}

{CHECK-IN.PARTICIPANT.FIRST.NAME} {CHECK-INS.PARTICIPANT.LAST.NAME} on {CHECK-INS.MEETING.DATE} about {CHECK-INS.TITLE}.

Click here to view the check-ins: {CHECK-INS.LINK}

{LIST.END}

Check-Ins Email Digest FAQsHow do I send today’s discussions? There is no separate section for it.You can use the “Upcoming Check-Ins” section to send today’s check-ins. For this, you must set the Frequency to Daily, and then the email will be sent if there are applicable discussions scheduled for that day. It is recommended to send this as a reminder in the early morning (6 AM) in the recipient’s time zone.

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Email Digest - Compensation Task Due: Task Approver SectionThis dynamic section is intended to alert recipients that there is one or more compensation task that requires their approval. This dynamic section can be configured to display the details of each compensation task that requires approval. If a user does not have any compensation tasks that require approval based on the section's reminder settings, then this section is not included in the email digest for the user.

This email digest section is only sent for valid compensation tasks. Also, if an approver is skipped in the approval process or if an approver becomes inactive, then the email digest is not sent to that approver.

This section is only available to organizations using compensation tasks.

Send ReminderThis setting enables administrators to determine the threshold at which a compensation task that is due will be included in this email digest section. For example, if the email digest is configured to be sent weekly and the Compensation Task Due: Task Approver section is configured to send a reminder two weeks before the task approval is due, then each week the system determines which compensation tasks have an approval due date that is two weeks from the email digest period. Note: If the reminder is set to "0 days before," then the email digest will be sent on the day the approval is due.

Because email digests can be sent at larger intervals (e.g., weekly or monthly), the email digest will likely not send the reminder exactly on the selected reminder date.

The reminder time units (i.e., days, weeks, or months) automatically match the frequency selection of the email digest (i.e., daily, weekly, or monthly). If the email digest is sent weekly, then the reminder setting is measured in weeks.

A Compensation Task Due: Task Approver section will only send one reminder for a compensation task. For example, if the reminder is set for 3 weeks, then the section will send a reminder when the due date is three weeks away. In order to configure multiple reminders for the same compensation task, multiple instances of the Compensation Task Due: Task Approver section should be added to the email digest with different reminder settings.

Section Send To OptionsWhen configuring the Send To option for a Compensation Task Due: Task Approver section, the following relation options are available:

o Task Approvero Task Approver Co-Planner

Section Specific TagsWhen configuring the section body for a Compensation Task Due: Task Approver section, the following tags are available:

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o {RECIPIENT.FIRST.NAME} - This displays the first name of the user who is receiving the email.

o {RECIPIENT.LAST.NAME} - This displays the last name of the user who is receiving the email.

o {LIST.BEGIN} - See the Repeater Tags section below.o {LIST.END} - See the Repeater Tags section below.o {APPROVAL.STATUS} - This displays the current approval status of the compensation

plan (i.e., approved or denied).o {TASK.ASSIGNEE.FIRST.NAME} - This displays the first name of the person who is

assigned the task.o {TASK.ASSIGNEE.LAST.NAME} - This displays the last name of the person who is

assigned the task.o {COMPENSATION.APPROVER.FIRST.NAME} - This displays the first name of the

person who is responsible for approving the compensation task.o {COMPENSATION.APPROVER.LAST.NAME} - This displays the last name of the

person who is responsible for approving the compensation task.o {TASK.END.DATE}o {TASK.TITLE}

Repeater TagsAdministrators can use repeater tags to repeat information for each item in the email digest.

Because non-standard sections are designed to display a digest of information in a single section, repeater tags must be placed before and after all of the content that should be repeated for each item in the digest. For a section that displays all of the items assigned to a user, then the repeater tags should be placed before and after the content and tags that describe each individual assigned item, such as title and due date.

The following repeater tags should be placed before and after the content that should be repeated:

o {LIST.BEGIN} - This tag should be placed at the beginning of the content that should be repeated for each item.

o {LIST.END} - This tag should be placed at the end of the content that should be repeated for each item.

Sample Section TextThe following is an example of how a Compensation Task Due: Task Approver section may be configured:

Hello {RECIPIENT.FIRST.NAME} {RECIPIENT.LAST.NAME},

The following compensation tasks require your approval:

{LIST.BEGIN}

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{TASK.TITLE} has an end date of {TASK.END.DATE}. This compensation plan is assigned to {TASK.ASSIGNEE.FIRST.NAME} {TASK.ASSIGNEE.LAST.NAME} and it currently has an approval status of {APPROVAL.STATUS}.

{LIST.END}

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Email Digest - Goals Pending Approval SectionThis email digest section is intended to alert recipients that they have goals that are pending their approval. This section can be configured to display the goals that require the recipient's approval. If a user does not have any goals that require their approval, then this section is not included in the email digest for the user.

This section is only available to organizations using goals.

To create an email digest, go ADMIN > TOOLS > CORE FUNCTIONS > EMAIL DIGEST MANAGEMENT, and then click the CREATE EMAIL DIGEST button.

Section Send To OptionsWhen configuring the Send To option for a Goals Pending Approval section, the following relation options are available:

o Goal Approver

Section Specific TagsWhen configuring the section body for a Performance Review Step Assigned section, the following tags are available:



o GOALS.APPROVAL.LINK - This displays a hyperlink that navigates the user to the Goals Approval page.

o LIST.BEGIN - See the Repeater Tags section below.o LIST.END - See the Repeater Tags section below.o GOAL.TITLE - This displays the title of the goal that requires approval.o GOAL.OWNER.FIRST.NAME - This displays the first name of the user who owns the

goal that requires approval.o GOAL.OWNER.LAST.NAME - This displays the last name of the user who owns the

goal that requires approval.

Repeater TagsBecause non-standard sections are designed to display a digest of information in a single section, repeater tags must be placed before and after all of the content that should be repeated for each item in the digest. For a section that displays all of the items assigned to a user, then the repeater tags should be placed before and after the content and tags that describe each individual assigned item, such as title and due date.


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Email Digest - Performance Review Step Assigned SectionThis email digest section is intended to alert recipients that they have been assigned one or more performance review steps. This section can be configured to display the details of each new performance review step assignment, including reopened steps. If a user has not been assigned a performance review step since the last digest was delivered, then this section is not included in the email digest for the user.

This section is only available to organizations using performance reviews.

To create an email digest, go ADMIN > TOOLS > CORE FUNCTIONS > EMAIL DIGEST MANAGEMENT, and then click the CREATE EMAIL DIGEST button.

Section Send To OptionsWhen configuring the Send To option for a Performance Review Step Assigned section, the following relation options are available:

o Reviewer - If this option is selected and the reviewer is also the reviewee, then this section is not included in the reviewer's email digest.

o Reviewee - If this option is selected, then this section is only included in the reviewee's email digest if the reviewee is also the reviewer.

o Reviewee's Direct Managero Reviewee's Indirect Manager

Section Specific TagsWhen configuring the section body for a Performance Review Step Assigned section, the following tags are available:



o STEP.ASSIGNED.SUMMARY - This displays a formatted summary of each assigned performance review step. Each summary contains the Review Step Display Title, Review Link, and Review Due Date. The Summary tag can be used in place of a custom list because it provides a summary of each review step. The Summary tag should only be included once within a section, and Summary tags cannot be used inside a custom list. The Summary tags uses the following format:o <a href="{REVIEW.LINK}">{REVIEW.STEP.DISPLAY.TITLE}</a> | Due:

{REVIEW.STEP.DUE.DATE}o LIST.BEGIN - See the Repeater Tags section below.o LIST.END - See the Repeater Tags section below.o REVIEW.LINK - This displays a hyperlink that navigates the user to the Overview page

of the performance review step.o REVIEW.STEP.DUE.DATE - This displays the due date of the performance review step.o REVIEW.STEP.TITLE - This displays the title of the performance review step.

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o REVIEW.TASK.TITLE - This displays the title of the performance review task.o REVIEWEE.FIRST.NAME - This displays the first name of the user who is being

reviewed in the performance review step.o REVIEWEE.LAST.NAME - This displays the last name of the user who is being

reviewed in the performance review step.o REVIEWER.FIRST.NAME - This displays the first name of the user who is required to

complete the performance review step.o REVIEWER.LAST.NAME - This displays the last name of the user who is required to

complete the performance review step.o REVIEW.STEP.DISPLAY.TITLE - This displays the title that appears for the step within

Action Items.

Repeater TagsWithin a Performance Review Step Assigned section, the STEP.ASSIGNED.SUMMARY tag can be used to display a formatted summary of each assigned performance review step. However, if this tag is not used, administrators can use repeater tags to repeat information for each item in the email digest.





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Email Digest - Performance Review Step Due SectionThis dynamic section is intended to alert recipients that there is one or more performance review steps that are due. This dynamic section can be configured to display the details of each new performance review step that is due. If a user does not have any performance review steps that are due based on the section's reminder settings, then this section is not included in the email digest for the user.

This section is only available to organizations using performance reviews.

Send ReminderThis setting enables administrators to determine the threshold at which a review step that is due will be included in this email digest section. For example, if the email digest is configured to be sent weekly and the Performance Review Step Due section is configured to send a reminder two weeks before the step is due, then each week the system determines which review steps have a due date that is two weeks from the email digest period. Note: If the reminder is set to "0 days before," then the email digest will be sent on the day the step is due.



A Performance Review Step Due section will only send one reminder for a performance review step. For example, if the reminder is set for 3 weeks, then the section will send a reminder when the due date is three weeks away. In order to configure multiple reminders for the same performance review step, multiple instances of the Performance Review Step Due section should be added to the email digest with different reminder settings.

Section Send To OptionsWhen configuring the Send To option for a Performance Review Step Due section, the following relation options are available:

o Reviewer - If this option is selected and the reviewer is also the reviewee, then this section is not included in the reviewer's email digest.

o Reviewee - If this option is selected, then this section is only included in the reviewee's email digest if the reviewee is also the reviewer.

o Reviewee's Direct Managero Reviewee's Indirect Manager

Section Specific TagsWhen configuring the section body for a Performance Review Step Due section, the following tags are available:

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o {STEP.DUE.SUMMARY} - This displays a formatted summary of each performance review step that is due. Each summary contains the Review Step Display Title, Review Link, and Review Due Date. The Summary tag can be used in place of a custom list because it provides a summary of each review step. The Summary tag should only be included once within a section, and Summary tags cannot be used inside a custom list. The Summary tags uses the following format:o <a href="{REVIEW.LINK}">{REVIEW.STEP.DISPLAY.TITLE}</a> | Due:

{REVIEW.STEP.DUE.DATE}o {LIST.BEGIN} - See the Repeater Tags section below.o {LIST.END} - See the Repeater Tags section below.o {REVIEW.LINK} - This displays a hyperlink that navigates the user to the Overview

page of the performance review step.o {REVIEW.STEP.DUE.DATE} - This displays the due date of the performance review

step.o {REVIEW.STEP.TITLE} - This displays the title of the performance review step.o {REVIEW.TASK.TITLE} - This displays the title of the performance review task.o {REVIEWEE.FIRST.NAME} - This displays the first name of the user who is being

reviewed in the performance review step.o {REVIEWEE.LAST.NAME} - This displays the last name of the user who is being

reviewed in the performance review step.o {REVIEWER.FIRST.NAME} - This displays the first name of the user who is required to

complete the performance review step.o {REVIEWER.LAST.NAME} - This displays the last name of the user who is required to

complete the performance review step.o {REVIEW.STEP.DISPLAY.TITLE} - This displays the title that appears for the step

within Action Items.

Repeater TagsWithin a Performance Review Step Due section, the STEP.DUE.SUMMARY tag can be used to display a formatted summary of each performance review step that is due based on the section's reminder settings. However, if this tag is not used, administrators can use repeater tags to repeat information for each item in the email digest.



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Sample Section TextThe following is an example of how a Performance Review Step Due section may be configured:


You have the following performance review tasks coming due:

{STEP.DUE.SUMMARY}

Please log in and complete these review tasks at your earliest convenience.

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Email Digest Sections - Learning

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Email Digest - Community Postings SectionThis dynamic section is intended to alert recipients that there is one or more new postings available in the recipient's Connect communities. This dynamic section can be configured to display the details of each new posting. If there has not been a new community posting that is available to the user since the last digest was delivered, then this section is not included in the email digest for the user.

This section is only available to organizations using New Connect.

Section Send To OptionsWhen configuring the Send To option for a Community Postings section, the following relation options are available:

o Community Moderatoro Topic Moderatoro Community Memberso Followers

Section Specific TagsWhen configuring the section body for a Community Postings section, the following tags are available:



o {LIST.BEGIN} - See the Repeater Tags section below.o {LIST.END} - See the Repeater Tags section below.o {POSTING.CREATE.DATE} - This displays the date on which the posting was created.o {COMMUNITY.POSTING.TITLE} - This displays the title of the posting.o {COMMUNITY.POSTING.LINK} - This displays a hyperlink that navigates the user to

the posting.o {COMMUNITY.TOPIC.TITLE} - This displays the title of the topic in which the posting

was created.o {COMMUNITY.TITLE} - This displays the title of the community in which the posting

was created.o {POSTING.AUTHOR.FIRST.NAME} - This displays the first name of the user who

created the posting.o {POSTING.AUTHOR.LAST.NAME} - This displays the last name of the user who

created the posting.


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Sample Section TextThe following is an example of how a Community Postings section may be configured:


{LIST.BEGIN}

{POSTING.AUTHOR.FIRST.NAME} {POSTING.AUTHOR.LAST.NAME} has created a new posting in "{COMMUNITY.TITLE}: {COMMUNITY.TOPIC.TITLE}" titled "{COMMUNITY.POSTING.TITLE}." Click here {COMMUNITY.POSTING.LINK} to view the posting!

{LIST.END}

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Email Digest - Playlist Item Added SectionIf a user is following at least one playlist which is updated with new content, when an email digest containing a Playlist Item Added section is deployed, the user receives an email with information about the updated playlist, as configured by an administrator. Administrators can create a Playlist Item Added section within an email digest and create an email body using playlist-specific tags, which helps provide users with relevant information about their followed playlists.

Note: The Playlist Item Added email digest section notifies users when items are added to a playlist, but it does NOT notify users when items are removed from a playlist.

To create an email digest which can notify users of updates to their followed playlists, go to ADMIN > TOOLS > CORE FUNCTIONS > EMAIL DIGEST MANAGEMENT. Click the CREATE EMAIL DIGEST button to create a new email digest, or click the Edit option for an existing playlist to simply add a Playlist Item Added section to that playlist.

Permissions

PERMISSION NAME








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Add SectionTo configure the Playlist Item Added section for an email digest:

1. Click the ADD SECTION button at the bottom of the Create Email Digest page. This opens the Add Section pop-up window.

2. Click the name of the Playlist Item Added section type. The section will be added to the email digest, and you will need to provide more information.

3. Configure the following fields for the section:o Section Name - Enter the name of the email digest section, up to 100 characters.

The name defaults to "Playlist Item Added."o Send To - Select to whom the email digest section should be sent. This field is

required. You can either send the email digest section to specific users or to playlist followers, using the Select Relation drop-down menu. Click the ADD button after selecting the appropriate user or relation:o To select a specific user, either enter the user's name in the field or click the


o To select a relation, select the appropriate relation from the drop-down menu. The type of section determines which relations are available.

o Body - To edit the body of the email section, click the EDIT BODY button. This opens the Edit Section pop-up. The text included in the body of the email is what will be send to users specified in the Send To section when a new item is added to a playlist. You can use tags to provide relevant information about the playlists which

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have been updated to the email. See Email Digest - Edit Section Body on page 20 for additional information.

4. After you are finished configuring the email digest, click the SAVE button at the bottom of the page.

Note: Up to 250 items per user may display in the Playlist Item Added section of an email digest. Items are primarily sorted by date (most recent to least recent) and secondarily in alphabetical order according to playlist title.

For more information about creating an email digest: See Email Digest - Create/Edit on page 8 for additional information.

Playlist Item Added TagsThe following new tags are available when configuring the body of the Playlist Item Added section in an email digest:

TAG NAME TAG DESCRIPTION

{LIST.BEGIN} This tag is used to begin a custom formatted activity list. Tags, text, and formatting that are between the LIST.BEGIN and LIST.END tags will be repeated to create an activity list.

{LIST.END} This tag is used to end a custom formatted activity list. Tags, text and formatting that are between the LIST.BEGIN and LIST.END tags will be repeated to create an activity list.

{RECIPIENT.FIRST.NAME} This tag can be used to add the email recipient's first name to the email body.

{RECIPIENT.LAST.NAME} This tag can be used to add the email recipient's last name to the email body.

{PLAYLIST.TITLE} This tag is used to add the name of the updated playlist to

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the email body.

{PLAYLIST.DESCRIPTION}

This tag is used to add the description of the updated playlist to the email body.

{PLAYLIST.ITEM.ADD.DATE}

This tag adds the date the new training item was added to the updated playlist.

{PLAYLIST.ITEM.TITLE} This tag adds the title of the new training item that was added to the updated playlist.

{PLAYLIST.ITEM.DESCRIPTION}

This tag adds the description of the new training item that was added to the updated playlist.

{PLAYLIST.ITEM.ANNOTATION}

This tag adds the annotation the playlist creator provided for the new training item that was added to the updated playlist.

{PLAYLIST.ITEM.TYPE} This tag adds the training type of the new training item that was added to the updated playlist (i.e. online class, material, video, etc.).

{PLAYLIST.ITEM.LINK} This tag adds a direct link to the Training Details page of the item that was added to the playlist.

{PLAYLIST.CREATOR.FIRST.NAME}

This tag adds the first name of the creator of the updated playlist to the body of the email.

{PLAYLIST.CREATOR.LAST.NAME}

This tag adds the last name of the creator of the updated playlist to the body of the email.

{PLAYLIST.LINK} This tag adds a direct link to the Playlist Details page of the updated playlist.

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Email Digest - Team Feed Updates SectionThis dynamic section is intended to alert recipients that there is one or more new user updates available in the recipient's Connect team feeds. This dynamic section can be configured to display the details of each new team feed update. If there has not been a new team feed update that is available to the user since the last digest was delivered, then this section is not included in the email digest for the user.


Section Send To OptionsWhen configuring the Send To option for a Team Feed Updates section, the following relation options are available:

o Team Memberso Team Leads

Section Specific TagsWhen configuring the section body for a Team Feed Updates section, the following tags are available:



o {LIST.BEGIN} - See the Repeater Tags section below.o {LIST.END} - See the Repeater Tags section below.o {UPDATE.CREATE.DATE} - This displays the date on which the update was created.o {CONNECT.TEAM.TITLE} - This displays the title of the team in which the update was

created.o {CONNECT.TEAM.LINK} - This displays a hyperlink that navigates the user to the

corresponding team.o {CONNECT.USER.UPDATE} - This displays the text of the user update.o {UPDATE.AUTHOR.FIRST.NAME} - This displays the first name of the user who

created the update.o {UPDATE.AUTHOR.LAST.NAME} - This displays the last name of the user who created

the update.


Because non-standard sections are designed to display a digest of information in a single section, repeater tags must be placed before and after all of the content that should be repeated for each item in the digest. For a section that displays all of the items assigned to

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a user, then the repeater tags should be placed before and after the content and tags that describe each individual assigned item, such as title and due date.




Sample Section TextThe following is an example of how a Team Feed Updates section may be configured:


{LIST.BEGIN}

{UPDATE.AUTHOR.FIRST.NAME} {UPDATE.AUTHOR.LAST.NAME} has posted to your Connect team.

Team: {CONNECT.TEAM.TITLE}

Update: {CONNECT.USER.UPDATE}

Team Link: {CONNECT.TEAM.LINK}

{LIST.END}

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Email Digest - Team Tasks Summary SectionThis dynamic section is intended to alert recipients that there is one or more active team tasks available in the recipient's Connect teams. This dynamic section can be configured to display the details of each active team task. If there is not an active team task that is available to the user, then this section is not included in the email digest for the user.


Section Send To OptionsWhen configuring the Send To option for a Team Tasks Summary section, the following relation options are available:

o Team Memberso Team Leadso Task Assignees

Section Specific TagsWhen configuring the section body for a Team Tasks Summary section, the following tags are available:



o {LIST.BEGIN} - See the Repeater Tags section below.o {LIST.END} - See the Repeater Tags section below.o {TASK.CREATE.DATE} - This displays the date on which the task was created.o {CONNECT.TASK.TITLE} - This displays the title of the task.o {CONNECT.TEAM.TITLE} - This displays the title of the team in which the task was

created.o {CONNECT.TASK.LINK} - This displays a hyperlink that navigates the user to the task.o {CONNECT.TEAM.LINK} - This displays a hyperlink that navigates the user to the

corresponding team.o {CONNECT.TASK.DUE.DATE} - This displays the date on which the task is due. If the

task does not have a due date, then "--" is displayed.o {TASK.ASSIGNEE.FIRST.NAME} - This displays the first name of the user who is

assigned the task. If the task does not have an assignee, then "--" is displayed.o {TASK.ASSIGNEE.LAST.NAME} - This displays the last name of the user who is

assigned the task. If the task does not have an assignee, then "--" is displayed.


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Sample Section TextThe following is an example of how a Team Tasks Summary section may be configured:


The following tasks have been assigned to your teams:

{LIST.BEGIN}

{CONNECT.TASK.TITLE} is created for the {CONNECT.TEAM.TITLE} team. This task is assigned to {TASK.ASSIGNEE.FIRST.NAME} {TASK.ASSIGNEE.LAST.NAME} and is due on {CONNECT.TASK.DUE.DATE}. Click here {CONNECT.TASK.LINK} to view the task. Click here {CONNECT.TEAM.LINK} to view the team.

{LIST.END}

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Email Digest - Training Assigned SectionThe Training Assigned section is a dynamic section intended to alert managers and learners that a new learning object (LO) has been assigned to the learner. Instead of receiving separate emails for each individual training assignment, a Training Assigned email digest section can be configured to consolidate all Training Assigned email notifications into a single email digest, based on a specified frequency. Note: There is a limit of 250 items per user which can be included in the Training Assigned section of the email digest.

Section Send To OptionsWhen configuring the Send To option for a Training Assigned section, the following relation options are available:

o Traineeo Trainee's Manager

Section Specific TagsWhen configuring the section body for a Training Assigned section, the following tags are available:

o {DUE.DATE} - This displays the assigned training's due date.o {DURATION} - This displays the number of training hours for the assigned training.o {LAUNCH.TRAINING} - This displays a link to launch the assigned training.o {LIST.BEGIN} - See the Repeater Tags section below.o {LIST.END} - See the Repeater Tags section below.o {MANAGER.FIRST.NAME} - This displays the first name of the trainee's manager.o {MANAGER.LAST.NAME} - This displays the last name of the trainee's manager.o {RECIPIENT.FIRST.NAME} - This displays the first name of the user who is receiving

the email.

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o {TITLE} - This displays the name of the assigned training.o {TRAINEE.FIRST.NAME} - This displays the first name of the user who is assigned the

training.o {TRAINEE.LAST.NAME} - This displays the last name of the user who is assigned the

training.o {TRAINING.DESCRIPTION} - This displays the assigned training's description.o {TRAINING.STATUS} - This displays the current status of the assigned training on the

trainee's transcript.o {TRAINING.TYPE} - This displays the LO type of the assigned training.o {TRANSCRIPT.LINK} - This displays the transcript page URL.






Sample Section TextThe following is an example of how a Training Assigned section may be configured:


{LIST.BEGIN}

The training, {TITLE}, has been assigned to your transcript in a(n) {TRAINING.STATUS} status.

Description: {DESCRIPTION}

Due Date: {DUE.DATE}

Training Hours: {DURATION}

{LIST.END}

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ConsiderationsUsers will only receive a Training Assigned email digest section if all of the following are true:

o Training has been assigned to user within the timeframe set by digest frequencyo The assigned learning object (LO) is activeo The LO is on the user's transcript (includes the archived transcript)o The user who was assigned training is active in the system

Email digests respect the No Emails setting when configured either at the LO level or from within a learning assignment. Either the Custom Emails option or the Training Specific Emails option must be selected. If the Training Assigned email digest section is enabled, the Training Assigned email trigger must be inactive to prevent the training emails from firing. Otherwise, the user will receive both an email digest AND an individual email.

The Training Assigned email digest does not verify the status of the training before sending the email digest. If training has already been completed but it was assigned within the digest window, the user will still receive an email notifying them that they have training assigned.

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Email Digest - Training Due SectionThe Training Due section is a dynamic section intended to alert managers and learners that the due date for a learning object (LO) assigned to the trainee is approaching. Instead of receiving separate emails for each individual training assignment, a Training Due email digest section can be configured to consolidate all Training Due email notifications into a single email digest, based on a specified frequency. Note: There is a limit of 250 items per user which can be included in the Training Assigned section of the email digest.

Section Send To OptionsWhen configuring the Send To option for a Training Due section, the following relation options are available:

o Traineeo Trainee's Manager

Send ReminderThis setting enables administrators to determine the threshold at which a training item that is due will be included in this email digest section. For example, if the email digest is configured to be sent weekly, and the Training Due email digest section is configured to send a reminder 7 days before the training is due, then each week the system determines which training items have a due date that is 7 days from the email digest period. Note: If the reminder is set to "0 days before," then the email digest will be sent on the day the approval is due.


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Training Due: The Training Due section will only send one due date reminder for an LO. For example, if the reminder is set for 7 days before the LO's due date, then the section will send a reminder when the due date is 7 days away. In order to configure multiple reminders for the same training item, multiple instances of the Training Due section should be added to the email digest with different reminder settings.

Section Specific TagsWhen configuring the section body for a Training Due section, the following tags are available:

o {DUE.DATE} - This displays the assigned training's due date.o {DURATION} - This displays the number of training hours for the assigned training.o {LAUNCH.TRAINING} - This displays a link to launch the assigned training.o {LIST.BEGIN} - See the Repeater Tags section below.o {LIST.END} - See the Repeater Tags section below.o {MANAGER.FIRST.NAME} - This displays the first name of the trainee's manager.o {MANAGER.LAST.NAME} - This displays the last name of the trainee's manager.o {RECIPIENT.FIRST.NAME} - This displays the first name of the user who is receiving

the email.o {RECIPIENT.LAST.NAME} - This displays the last name of the user who is receiving the

email.o {TITLE} - This displays the name of the assigned training.o {TRAINEE.FIRST.NAME} - This displays the first name of the user who is assigned the

training.o {TRAINEE.LAST.NAME} - This displays the last name of the user who is assigned the

training.o {TRAINING.DESCRIPTION} - This displays the assigned training's description.o {TRAINING.STATUS} - This displays the current status of the assigned training on the

trainee's transcript.o {TRAINING.TYPE} - This displays the LO type of the assigned training.o {TRANSCRIPT.LINK} - This displays the transcript page URL.



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Sample Section TextThe following is an example of how a Training Due section may be configured:


{LIST.BEGIN}

The due date for the training, {TITLE}, is quickly approaching. Please complete this training item by {DUE.DATE}.

To launch this training from this email, please click {LAUNCH.TRAINING}.

{LIST.END}

ConsiderationsUsers will only receive a Training Due email digest section when all of the following are true:

o The email digest is set to fire at a time that aligns with the reminder configurations set in the Training Due section.

o The assigned learning object (LO) is activeo The LO is on the user's transcript (includes the archived transcript)o The user who was assigned training is active in the system

Email digests respect the No Emails setting when configured either at the LO level or from within a learning assignment. Either the Custom Emails option or the Training Specific Emails option must be selected. If the Training is Due email digest section is enabled, the Training is Due email trigger must be inactive to prevent the training emails from firing. Otherwise, the user will receive both an email digest AND an individual email.

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Marketing Communications Overview

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Marketing Communications AdministrationMarketing Communication allows administrators to create and send marketing emails using some of the same features in Email Administration. Templates can be created and re-used to send marketing emails at specific dates and times.

To manage marketing emails and templates, go to ADMIN > TOOLS > CORE FUNCTIONS > MARKETING COMMUNICATIONS.

Permissions

PERMISSION NAME


Marketing Email Templates - Manage

Grants ability to create and save Marketing Email Templates, which can be reused to send future marketing email messages to users. This is an administrator permission.

Core Administration

Marketing Emails - Manage

Grants ability to create and send ad hoc emails to populations of users based on their assigned org units, groups, or by user name. This is an administrator permission.

Core Administration

Create Marketing EmailTo create a new marketing email, select the Create New Email link. See Marketing Email - Create on page 58 for additional information.

Marketing EmailsAll existing marketing emails appear in the Marketing Emails table. The following options may be available:

1. Copy - Select this icon to copy an existing email. See Marketing Email - Create on page 58 for additional information.

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2. Export Log - Select this icon to export the email activity log. The Email log is a basic excel report showing to whom the Email was sent for the last 30 days.

3. Edit - Select this icon to edit an existing email. This option is not available once the email is sent.

4. Delete - to remove existing email. This option is not available once the email is sent.5. Modification History - Select this icon to view the modification history of the marketing

email or template.o For each modification, the modification history displays the name of the

administrator who modified the email and the date and time at which the email was modified.

Create Marketing Email TemplateTo create a new marketing email template, select the Create Email Template link. See Marketing Email Template - Create on page 67 for additional information.

Marketing Email TemplatesAll existing marketing email templates appear in the Email Templates table. The following options may be available:

1. Edit - Select this icon to edit an existing email template.2. Delete - to remove existing email template.3. Modification History - Select this icon to view the modification history of the marketing

email or template.o For each modification, the modification history displays the name of the

administrator who modified the email and the date and time at which the email was modified.

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Marketing Email - CreateMarketing emails can be created from the Marketing Communications page. An organization might create a marketing email to promote an internal product, announce new online training, or inform employees of an upcoming mandatory security course. There are many ways organizations can use marketing emails to provide employees with important information.

To create a marketing email, go to ADMIN > TOOLS > CORE FUNCTIONS > MARKETING COMMUNICATIONS. Then, click the Create New Email link.

Permissions

PERMISSION NAME


Email - Edit From Address

Grants ability to edit the "from" address when creating or modifying an email trigger. In addition, the Allow user to change email address option must be selected in Email Preferences. This permission works in conjunction with the Global Email Administration - Manage permission. This is an administrator permission.

Core Administration

Marketing Emails - Manage

Grants ability to create and send ad hoc emails to populations of users based on their assigned org units, groups, or by user name. This is an administrator permission.

Core Administration

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Title and AddressComplete the following information in the Title and Address section:

FIELD NAME

DESCRIPTION

Select [Template]

This field displays if at least one marketing communication email template is defined from the Marketing Communications page. Select a template from the drop-down. The email populates with the values defined for the template. The template values can be changed when configuring the email.

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FIELD NAME

DESCRIPTION

Email Title Enter a title for the email.

Active Check the Active box to activate the email. If checked, the email becomes live upon clicking SAVE.

From Address

Enter the from address. Note: You must have the appropriate permission to edit this field. In addition, the Allow user to change email address setting must be enabled in Email Preferences.o A default address can be configured for the From Address

field through a backend setting which pre-populates all new emails with the same From address. To enable this functionality, contact Global Customer Support.

o Email addresses must be entered in a valid email address format. If an email address is entered with an invalid email address format, then an error will occur.

Reply-To-Address

Enter the address to which recipients can reply to the email. Email addresses must be entered in a valid email address format. If an email address is entered with an invalid email address format, then an error will occur.

Type By default, marketing emails are Promotional emails. The Type field is read-only and not editable.

Recipient and LanguageComplete the following information in the Recipient and Language section:

FIELD NAME

DESCRIPTION

Send To Select either a specific user to receive the email or select a specific organizational unit from the drop-down.

Language Select a language from drop-down. Emails only fire to recipients who are defined in the Send To field if the template matches the user's language preference when the action is performed.

o Only one language may be associated to each email template.o When an email is triggered, the system must check the

language of the recipient.o The email is only sent to users who are using the language

specified for the email.o The email tags always appear in English. However, if the

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FIELD NAME

DESCRIPTION

administrator clicks the Display a list of tags link, then the descriptions of the tags appear in the language of the administrator who is viewing the tags.

Include users not using this language - This option is unselected by default. This option is only available when multiple languages are enabled for the portal.

o When this option is selected, the system does not validate the recipient's display language before sending the email. This enables administrators to create a single email trigger that will be sent to recipients regardless of their configured language. For example, an email that is created in English (UK) will be sent to recipients of any language configured for the portal (e.g., English (US), Japanese, Polish, Thai) that meet the selected availability criteria. Important: The subject and message of the email are not translated to the recipient's language. If multiple emails are configured for the same trigger such as one in English (UK) and one in Polish, and one trigger has this option selected, it is possible for some users to receive multiple emails for the same action. This duplication can be prevented by adjusting the availability of the email with this language override option selected.

o When this option is not selected, the recipient only receives the email if they meet the availability criteria for the email trigger and if the recipient's display language matches the language configured for the email trigger.

o When editing an existing email and changing this option setting, all future emails including those that are currently queued will respect the updated setting.

MessageComplete the following information in the Message section:

FIELD NAME

DESCRIPTION

Tags Click the Display a list of tags link to view tags available to use in the Subject or Message fields. When the email is sent, the tags are replaced with actual information. The tags must be entered exactly as they are listed, and they are case sensitive. For example, to dynamically address the email to recipients,

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FIELD NAME

DESCRIPTION

enter "Dear RECIPIENT.NAME" at the top of the Message field. The field would be replaced with the relevant information.

Subject Enter a subject for the email message. The subject displays to the recipient when they receive the email. Tags can be used in this field.

Deep Link The Deep Link section allows administrators to add deep links to marketing emails . The following options are available:

o Base URL - This is a required field. Select the base URL from the drop-down. The following options are available:o Default - This option is selected by default. When

selected, users must log into the system upon clicking the link in the email.

o SSO URL - This option only displays if at least one base URL is configured on the Deep Link page. When selected, users are not asked to log in to the system upon clicking the link in the email.

o Self-Registration URL - This option only applies to anonymous self-registration URLs.

o Page URL - This is a required field. Select the page URL from the Page URL drop-down. This drop-down displays all existing page URLs from the Page URL tab. Once the page URL is selected, additional options may be available to configure. For example, if the Launch Training page URL is selected, an option displays to select the learning object to which the deep link will take the user. Note: When configuring the email, if the Send To field is set to a self-registration group, then the Register User and Launch Training Page URL type does not appear as an option in the deep link drop-down.

o Image - This field is optional. This field allows administrators to add images that can be used in the email or email template. By default, "No Image" is selected in the Image drop-down. To add an image, select Add New from the drop-down, and then upload an image. Once an image is uploaded and the links are generated, the image cannot be deleted. The images are stored in the WYSIWYG image manager for emails. See the WYSIWYG Tool Considerations below for important considerations when using the WYSIWYG tool.

o Alternate Text - This field is optional. Enter the text that will display in place of the link and/or when the link is hovered

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FIELD NAME

DESCRIPTION

over. When the alternate text is inserted into an email, the text displays at the top of the message body in the Message box. The text can be moved anywhere in the message. When users view the email, the alternate text displays as a link. Alternate Text Example:1

Note: If an image and alternate text are included, then the image is what displays in the email, and the alternate text displays when users hover over the image. If the image does not render properly in the email, then the alternate text does not display.

o Link Expiration Date - This field is optional. Check the box to make the link finite. When checked, the numeric text box is enabled to the right of the checkbox. Enter a date in the text box or use the calendar option to select a date. The date must be in the future. The link expires at 11:59 p.m. in the user's time zone on the date defined. Note: This is not the time zone of the administrator generating the links. This is the time zone of the user who accesses the link.

Once all required fields are completed, click INSERT to add the deep link to the email. There may be several minutes of processing time to add the link once the INSERT button is clicked. By default, the link displays at the top of the message body but can be moved anywhere in the email.

Considerationso Anonymous deep linking is supported where users are routed

to their applicable end point. Availability is still defined by the anonymous user group. If a user is routed to a page to which they do not have access, then an alternate page displays in place of the link.

o If a deep link is generated with a base URL for which the recipients of the email do not meet the availability criteria, then the base URL reverts to the default URL for those recipients only.

1 An administrator would like "Click Here" to appear in the message in place of the HTML link to an online course. He enters "Click Here" in the Alternate Text field and inserts the link into the email. The alternate text "Click Here" displays at the top of the message body. He moves the alternate text to a logical place in the email message. When users receive the email, they click the Click Here link in the email, and the course launches.

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FIELD NAME

DESCRIPTION

o When a user receives an email containing a deep link for an outdated version of a curriculum, clicking that deep link redirects the user to the Training Details page of that training. Then, at the top of the page, the user sees a notification message stating that the training is out of date, and the user can click a link to access the latest version. This behavior is applicable to curricula only.

Message Enter the message for recipient. The following options are available for configuring the message:


o WYSIWYG Tool - The WYSIWYG (What You See Is What You Get) tool provides configuration tools, such as images, fonts, colors, formatting, and tables. There is also a Copy from Word feature that enables administrators to import from Microsoft Word, preserving the formatting used in the Word document. HTML code can also be used. The system only accepts certain customizable HTML elements in the WYSIWYG Editor. Elements that are not acceptable display as text. See Safe Listed Customizable Elements.The top toolbar of the WYSIWYG tool contains configuration options. The bottom toolbar is used to switch from design to HTML mode, as well as preview the email.

See the WYSIWYG Tool Considerations below for important considerations when using the WYSIWYG tool.

When configuring emails, a message appears in red at the top of the page, alerting you that files uploaded through the Image or Document Manager are stored on a publicly accessible server. The maximum file size is 3MB.

Send Date In the date and time drop-downs, select the date and time at which the email will be sent.

Save/CancelOnce all fields have been completed, click SAVE. Or, click CANCEL to cancel creating the email.

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Expired/Deleted LinksWhen a user clicks a link that no longer exists because the link has expired or the link has been deleted from the Deep Link page, the user is navigated to the portal's Welcome page, which displays a link expiration message. The expiration message is hardcoded and displays "The page you are looking for is no longer available."

Active StatusMarketing emails are active by default. The active status cannot be modified.

TroubleshootingFor email troubleshooting, see the Email Troubleshooting Guide in the OnDemand Support folder.



o Editor Limitations:o Microsoft Outlook does not display media files embedded in the editor.o The paste feature may not paste some HTML content when done in the Design








o Internet Explorer

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o In Internet Explorer 8, the HTM file that is uploaded may show as distorted in design mode.

o In Internet Explorer, when a user uploads a HTM file using the Template Manager while setting up an email, the uploaded HTM file may have a slightly different layout and formatting.







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Marketing Email Template - CreatePermissions

PERMISSION NAME


Marketing Email Templates - Manage

Grants ability to create and save Marketing Email Templates, which can be reused to send future marketing email messages to users. This is an administrator permission.

Core Administration

To create a marketing email template, go to ADMIN > TOOLS > CORE FUNCTIONS > MARKETING COMMUNICATIONS. Then, click the Create Email Template link.


FIELD NAME

DESCRIPTION

Email Title

Enter a title for the email.

From Address

Enter the from address. Note: You must have the appropriate permission to edit this field. In addition, the Allow user to change email address setting must be enabled in Email Preferences.o A default address can be configured for the From Address field

through a backend setting which pre-populates all new emails with the same From address. To enable this functionality, contact Global Customer Support.

o Email addresses must be entered in a valid email address format. If an email address is entered with an invalid email address format, then an error will occur.

Reply-To-Address

Enter the address to which recipients can reply to the email. Email addresses must be entered in a valid email address format. If an email address is entered with an invalid email address format, then an error will occur.

Recipient and LanguageComplete the following information in the Recipient and Language section:

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FIELD NAME

DESCRIPTION

Template Availability

Choose to restrict the availability of the email template to a specific OU.

Language Select a language from drop-down. Emails only fire to recipients who are defined in the Send To field if the template matches the user's language preference when the action is performed.

o Only one language may be associated to each email template.o When an email is triggered, the system must check the

language of the recipient.o The email is only sent to users who are using the language

specified for the email.o The email tags always appear in English. However, if the

administrator clicks the Display a list of tags link, then the descriptions of the tags appear in the language of the administrator who is viewing the tags.

Include users not using this language - This option is unselected by default. This option is only available when multiple languages are enabled for the portal.

o When this option is selected, the system does not validate the recipient's display language before sending the email. This enables administrators to create a single email trigger that will be sent to recipients regardless of their configured language. For example, an email that is created in English (UK) will be sent to recipients of any language configured for the portal (e.g., English (US), Japanese, Polish, Thai) that meet the selected availability criteria. Important: The subject and message of the email are not translated to the recipient's language. If multiple emails are configured for the same trigger such as one in English (UK) and one in Polish, and one trigger has this option selected, it is possible for some users to receive multiple emails for the same action. This duplication can be prevented by adjusting the availability of the email with this language override option selected.

o When this option is not selected, the recipient only receives the email if they meet the availability criteria for the email trigger and if the recipient's display language matches the language configured for the email trigger.

o When editing an existing email and changing this option setting, all future emails including those that are currently

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FIELD NAME

DESCRIPTION

queued will respect the updated setting.


FIELD NAME

DESCRIPTION

Tags Click the Display a list of tags link to view tags available to use in the Subject or Message fields. When the email is sent, the tags are replaced with actual information. The tags must be entered exactly as they are listed, and they are case sensitive. For example, to dynamically address the email to recipients, enter "Dear RECIPIENT.NAME" at the top of the Message field. The field would be replaced with the relevant information.

Subject Enter a subject for the email message. The subject displays to the recipient when they receive the email. Tags can be used in this field.

Deep Link The Deep Link section allows administrators to add deep links to marketing emails . The following options are available:

o Base URL - This is a required field. Select the base URL from the drop-down. The following options are available:o Default - This option is selected by default. When

selected, users must log into the system upon clicking the link in the email.

o SSO URL - This option only displays if at least one base URL is configured on the Deep Link page. When selected, users are not asked to log in to the system upon clicking the link in the email.

o Self-Registration URL - This option only applies to anonymous self-registration URLs.

o Page URL - This is a required field. Select the page URL from the Page URL drop-down. This drop-down displays all existing page URLs from the Page URL tab. Once the page URL is selected, additional options may be available to configure. For example, if the Launch Training page URL is selected, an option displays to select the learning object to which the deep link will take the user. Note: When configuring the email, if the Send To field is set to a self-

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FIELD NAME

DESCRIPTION

registration group, then the Register User and Launch Training Page URL type does not appear as an option in the deep link drop-down.

o Image - This field is optional. This field allows administrators to add images that can be used in the email or email template. By default, "No Image" is selected in the Image drop-down. To add an image, select Add New from the drop-down, and then upload an image. Once an image is uploaded and the links are generated, the image cannot be deleted. The images are stored in the WYSIWYG image manager for emails. See the WYSIWYG Tool Considerations below for important considerations when using the WYSIWYG tool.

o Alternate Text - This field is optional. Enter the text that will display in place of the link and/or when the link is hovered over. When the alternate text is inserted into an email, the text displays at the top of the message body in the Message box. The text can be moved anywhere in the message. When users view the email, the alternate text displays as a link. Alternate Text Example:2

Note: If an image and alternate text are included, then the image is what displays in the email, and the alternate text displays when users hover over the image. If the image does not render properly in the email, then the alternate text does not display.

o Link Expiration Date - This field is optional. Check the box to make the link finite. When checked, the numeric text box is enabled to the right of the checkbox. Enter a date in the text box or use the calendar option to select a date. The date must be in the future. The link expires at 11:59 p.m. in the user's time zone on the date defined. Note: This is not the time zone of the administrator generating the links. This is the time zone of the user who accesses the link.

Once all required fields are completed, click INSERT to add the deep link to the email. There may be several minutes of

2 An administrator would like "Click Here" to appear in the message in place of the HTML link to an online course. He enters "Click Here" in the Alternate Text field and inserts the link into the email. The alternate text "Click Here" displays at the top of the message body. He moves the alternate text to a logical place in the email message. When users receive the email, they click the Click Here link in the email, and the course launches.

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FIELD NAME

DESCRIPTION

processing time to add the link once the INSERT button is clicked. By default, the link displays at the top of the message body but can be moved anywhere in the email.

Considerationso Anonymous deep linking is supported where users are routed

to their applicable end point. Availability is still defined by the anonymous user group. If a user is routed to a page to which they do not have access, then an alternate page displays in place of the link.

o If a deep link is generated with a base URL for which the recipients of the email do not meet the availability criteria, then the base URL reverts to the default URL for those recipients only.



o WYSIWYG Tool - The WYSIWYG (What You See Is What You Get) tool provides configuration tools, such as images, fonts, colors, formatting, and tables. There is also a Copy from Word feature that enables administrators to import from Microsoft Word, preserving the formatting used in the Word document. HTML code can also be used. The system only accepts certain customizable HTML elements in the WYSIWYG Editor. Elements that are not acceptable display as text. See Safe Listed Customizable Elements.The top toolbar of the WYSIWYG tool contains configuration options. The bottom toolbar is used to switch from design to HTML mode, as well as preview the email.

See the WYSIWYG Tool Considerations below for important considerations when using the WYSIWYG tool.


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Save/CancelOnce all fields have been completed, click SAVE. Or, click CANCEL to cancel creating the email.














design mode.

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o In Internet Explorer, when a user uploads a HTM file using the Template Manager while setting up an email, the uploaded HTM file may have a slightly different layout and formatting.







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74


Email Management Overview



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Email AdministrationEmail Administration allows administrators to create and edit emails and associate these emails with pre-defined triggers. Email tags can be included in email templates, and they allow you to automatically substitute specific information, such as the user's name, the approver's name, the price of the training, the date the request was made, etc., in any new email created. Emails can be configured to be sent to specific users as well as users in specific roles, such as training approvers, cost center approvers, or the employee's manager.

o Emails are sent when an action occurs if they are based on a time frame.o If an email is based on a time frame, (Training is Due, Session Start Date, etc.) then the

email is sent based on the event date of the activity. o Example: If a session starts in three days at 8:30 am, the 3-day reminder will go

out three days prior at 8:30 am. o Example: If activity is an online course with a due date and a 3-day reminder

email, the 3-day reminder will go out three days prior at midnight. o For more information about configuring time-based (Reminder) emails, see the

Type row in the Title and Email section of the Create New Email page. The Reminder bullet discusses how to configure such emails. See Email - Create on page 81 for additional information.

To properly utilize Email Management, an organization's email server must be set up to accept TLS encrypted emails. If this is not done, users may not be able to receive the proper emails. If the server is not set up to accept TLS encrypted emails, contact Global Customer Support for assistance.

To access Email Administration, go to ADMIN > TOOLS > CORE FUNCTIONS > EMAIL MANAGEMENT.

Permissions

PERMISSION NAME




Core Administration

Email Preferences - Manage

Grants ability to manage Email Preferences, which includes defining end users' ability to change their email address and the associated email notifications

Core Administration

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when emails are changed. This is an administrator permission.

Emails by Learning Object - Manage

Grants access to create, edit and delete custom email templates/triggers at the learning object level. When viewing Course Console, this permission also grants ability to view and manage email triggers at the LO level. This permission works in conjunction with the Course Catalog - Update and Course Catalog - View permissions. This permission can be constrained by OU, User's OU, User's Self and Subordinates, and User. This is an administrator permission.

Learning - Administration

Emails by Learning Object - View

Grants access to view custom email triggers at the learning object level. When viewing Course Console, this permission also grants ability to view email triggers at the LO level. This permission works in conjunction with the Course Catalog - Update and Course Catalog - View permissions. This permission can be constrained by OU, User's OU, User's Self and Subordinates, and User. This is an administrator permission.

Learning - Administration

Global Email Administration - Manage

Grants ability to manage email trigger templates across all active modules in the portal. Enables creating, editing and deleting email message templates for various system actions and workflows. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an administrator permission.

Core Administration

Global Email Administration - View

Grants view only access to email templates/triggers and email logs at the global level for the portal. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an administrator permission.

Core Administration

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Email TriggersThis topic contains a list of all available email triggers and their descriptions: See Email Triggers on page 183 for additional information.

Notes Regarding Email ModificationModifications to an email trigger will not affect any emails that have already been queued to be sent, and only Reminder type emails will enter the email queue.

o Reminder Type: Before Event - These emails are added to the email queue at the time the object is associated with the user. For example, if a Reminder type email is configured to be sent two weeks before a learning object's due date, then that email is added to the queue when the user registers for the learning object (LO).

o Reminder Type: After Event - These emails are added to the email queue when the event occurs. For example, if a Reminder type email is configured to be sent two days after a LO's due date, then that email is added to the queue when that LO's due date has passed.

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If an email is not a Reminder type email, then the email will not enter the email queue, and it will inherit the email configurations that are set at the time the email is triggered. For example, a Training is Completed - Confirmation type email will automatically be sent when a user completes their LO, and the email that is sent will match the configurations that exist at the time the email is triggered.

If an object is configured to use Custom Emails, then only emails that are configured specifically for that object are utilized. For example, LOs configured via the Course Catalog to use Custom Emails will only use emails as they are configured for the LO in Course Catalog. Another example is that performance review tasks that are configured in the Review Workflow step to use Custom Emails will only use emails as they are configured for the performance review task in the Review Workflow step. In both examples, administrators must manually enable each email they want to fire in the Custom Emails section.

Search for an Email TriggerUse the following search fields and filters to search for a specific email trigger:

1. Enter Search Text - This search field enables you to search for an email trigger by email action, subject line, or body text. The search is performed based on which option is selected in the Select Text Field to Search drop-down menu. By default, the search is performed by Email Action.

2. Select Text Field to Search - From the drop-down menu, select whether the search is conducted on email actions, subject lines, or email body.A. Email Action - Select this option to search the text of the email actions (i.e., the

names of the email triggers).B. Email Subject Line - Select this option to search the text of the email subject lines in

previously created emails.C. Email Body - Select this option to search the text of the email bodies associated with

the previously created emails.3. Select Email Action Type - Select an action type from the drop-down menu to filter the

email triggers by a specific action type. The action types represent email trigger groupings related to different areas of the system.

4. Select Email Category - Select an email category from the drop-down menu to filter the email triggers by a specific category, such as Confirmation, Notification, Reminder, or Promotional.

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View Email TriggersUse the following options to control how email triggers are displayed on the page:

1. Expand/Collapse All - Select this link to expand all triggers. When selected again, this collapses all triggers.

2. Include Inactive Emails - Select this option to include inactive emails in search results.3. Expand - Select this icon next to an email action to view the existing emails

associated with the action. This option is only available if the email trigger has at least one existing email configured.

Add Email TriggerTo add a new email, select the Add Email option in the Options column. See Email - Create on page 81 for additional information.

Email OptionsThe following options may be available for an email trigger:

1. Active - Select this option to make the email trigger active or inactive. When an email trigger is made inactive, a pop-up opens to confirm the action. This is intended to prevent the unintentional deactivation of emails.

2. Edit - Select this icon to edit the existing email trigger.3. Copy - Select this icon to copy the existing email trigger.4. Export Log - Select this icon to export the email activity log for the email trigger. The

email log is a basic Excel report showing to whom the email was sent for the last 30 days. See Email Export Log on page 93 for additional information.

5. Delete - Select this icon to remove the existing email trigger.

See also:

o Email Tagso Email Triggerso Outlook Options

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Email - CreateEmails can be created to communicate important information to recipients. The Create New Email page is separated into the following four sections:

o Languageso Title and Addresso Recipient and Availabilityo Message

To create an email, go to ADMIN > TOOLS > CORE FUNCTIONS > EMAIL MANAGEMENT. Then, click the Add Email icon in the Options column of the email action for which you would like to create an email. This opens the Create New Email page.

Permissions

PERMISSION NAME




Core Administration



Core Administration

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Notes Regarding Email ModificationModifications to an email trigger will not affect any emails that have already been queued to be sent, and only Reminder type emails will enter the email queue.

o Reminder Type: Before Event - These emails are added to the email queue at the time the object is associated with the user. For example, if a Reminder type email is configured to be sent two weeks before a learning object's due date, then that email is added to the queue when the user registers for the learning object (LO).

o Reminder Type: After Event - These emails are added to the email queue when the event occurs. For example, if a Reminder type email is configured to be sent two days after a LO's due date, then that email is added to the queue when that LO's due date has passed.

If an email is not a Reminder type email, then the email will not enter the email queue, and it will inherit the email configurations that are set at the time the email is triggered. For example, a Training is Completed - Confirmation type email will automatically be sent when a user completes their LO, and the email that is sent will match the configurations that exist at the time the email is triggered.

If an object is configured to use Custom Emails, then only emails that are configured specifically for that object are utilized. For example, LOs configured via the Course Catalog to use Custom Emails will only use emails as they are configured for the LO in Course Catalog. Another example is that performance review tasks that are configured in the Review Workflow step to use Custom Emails will only use emails as they are configured for the performance review task in the Review Workflow step. In both examples, administrators must manually enable each email they want to fire in the Custom Emails section.

LanguageFIELD NAME

DESCRIPTION

Send emails using default language

This option is only available if multiple languages are enabled for the portal. When this option is selected, users whose languages are not localized in the template will receive the email in the default language specified in the Change Default Language field. The default language is also displayed within the description of this

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FIELD NAME

DESCRIPTION

when preferred language is not available

option. When unchecked, users whose languages are not localized in the template will not receive the email.

Change Default Language

This option is only available if multiple languages are enabled for the portal. This option provides the ability to select the default language for the email template. If the email template is not available in a user's language, the email is displayed in the template's default language. Note: The default language can only be changed when creating or copying an email template.

The default language of the email is displayed next to the Email Title, Subject, and Message fields inside the email template.


FIELD NAME

DESCRIPTION

Email Title

Enter a title for the email. If multiple languages are enabled for the portal, a Translate (Globe) icon is available to the right of the Email Title field. Administrators can select this icon to translate the title into other available languages. Note: When editing or copying an email template, this field is always displayed in the email template's default language. To view the field text in a different language, select the Translate icon.

Active Check the Active box to activate the email. If checked, the email becomes live upon clicking SAVE.

From Address

Enter the from address. Note: You must have the appropriate permission to edit this field.o A default address can be configured for the From Address field

through a backend setting which pre-populates all new emails with the same From address. To enable this functionality, contact Global Customer Support.

o Email addresses must be entered in a valid email address format.

Reply- Enter the address to which recipients can reply to the email. Email

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FIELD NAME

DESCRIPTION

To-Address

addresses must be entered in a valid email address format.

Type Select an email type from the Type drop-down. Some types may not be available for the email trigger. The following types may be available:

o Confirmation - This email type confirms that an action has taken place, such as registration or cancellation. The Confirmation, Notification, and Promotional email types are used for organizational purposes so that administrators can categorize email triggers and more quickly locate certain email triggers when searching from the Email Management page.

o Notification - This email type notifies the recipient that something has occurred, such as when an approver makes a training decision. The Confirmation, Notification, and Promotional email types are used for organizational purposes so that administrators can categorize email triggers and more quickly locate certain email triggers when searching from the Email Management page.

o Promotional - This email type can be used to advertise or promote some message or functionality. For example, the Training is Completed email trigger could be configured to promote an upcoming conference or training seminar when a completes a training. The Confirmation, Notification, and Promotional email types are used for organizational purposes so that administrators can categorize email triggers and more quickly locate certain email triggers when searching from the Email Management page.

o Reminder - This email type serves as a reminder before or after any action, providing extra notice of upcoming events or deadlines. When "Reminder" is selected, additional options appear that allow you to determine the amount of time before or after the action to send a reminder. Emails that typically work as a reminder are those with predefined dates. Some examples include: ILT Start Date, Training is Due, Certification Period Expiration, and task reminder emails.o Use Case: An administrator would like a reminder email to

be sent the day before a training item is due. She selects "Reminder" in the Type field. She enters "1" in the days field and selects the Before Event option. These settings will trigger the email to be sent one day before the training

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FIELD NAME

DESCRIPTION

is due.

To configure the settings for a Reminder type email:

1. Select "Reminder" from the Type field. This enables the reminder options to appear.

2. Enter a number of days in the days field to define the number of days before or after the event occurs that the email is triggered. This refers to calendar days.

3. Enter a number of days in the Hours field to define the number of hours before or after the event occurs that the email is triggered.

4. Enter a number of days in the mins field to define the number of minutes before or after the event occurs that the email is triggered.

5. Select the Before Event option to trigger the email the selected number of days/hours/minutes before the event occurs.

6. Select the After Event option to trigger the email the selected number of days/hours/minutes after the event occurs.

Note: The word "Event" for reminder emails does not refer specifically to ILT events. The word refers to the action that triggers the reminder email to be sent.

Calendar Options

Available for the ILT Session Register email trigger, this option allows the email creator to specify what sort of calendar invitation will be sent to users. The following options are available:

o Meeting Inviteo Calendar Attachmento None

Email Format

For the ILT Session Register email trigger, Email Format options are available. The administrator can choose between the following two radio button options:

o Outlook - Select this option to ensure the email meeting invitation will be formatted correctly for Outlook.

o Other - Select this option to ensure the email meeting invitation will be formatted correctly for other email providers, such as Gmail, Yahoo, and others. This option is selected by default.

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Recipient and AvailabilityComplete the following information in the Recipient and Availability section:

FIELD NAME

DESCRIPTION

Send To Select either a specific user to receive the email, or select from the drop-down a list of relevant job roles. Depending on what type of email you previously chose, the job role drop down may populate with different fields. Once you have selected a user or a role, you must click the ADD button.

Cc Select either a specific user or select a recipient from the drop-down list. Once you have selected a user or a role, you must click the ADD button. Note: The users that are cc'd are not included in the email log file. Only the users in the Send To field appear in the email log file.

Note: The Cc field does not observe availability rules. To enforce availability rules, recipients should be added to the Send To field.

o Users or groups already selected in the Send To field cannot be added to the Cc field.

o Adding recipients to the Cc field will add these users to the Cc field of each Email that is sent.

o If a group is listed in the Cc field, a separate Email is sent to every user in that group. Only one user from that group will be cc'd on each Email sent out; cc'ing a group does not mean that one Email will be sent with everybody in that group listed in the Cc field.

o The system will link the relationship between the user in the Send To and the users in the Cc field. For example, if the Training Request Approver, Cost Center Approver, User's Manager are all related to the Student. If User's Manager is listed in the Sent To field and Student and Cost Center Approver are listed in the Cc field, then one Email will be sent out for each user's manager. Each Email sent to a user's manager will have the student and the student's cost center approver in the Cc field.

o An Email cannot be sent out that does not have a user in the Send To field. If the user does not have a manager, then no Email will be sent.

o If two groups are listed in the Send To field, then a separate email is sent to each user in both groups. The users in the Cc field are cc'd on both of those Emails. For example, if User's Manager and Student are listed in the Send To field and Cost

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FIELD NAME

DESCRIPTION

Center Approver is listed in the Cc field, then an email will be sent to every student's manager and every student. The Cost Center Approver of the student will be cc'd on the email to the manager and on the email to the student.

Availability Choose to restrict the availability of the email to a specific OU.

Recruitment Type EmailsFor Recruitment type emails that can be sent to internal applicants, the availability setting defined for emails sent to "Internal Applicant" is associated with the organizational unit (OU) defined for the job requisition to which the internal applicant applied. This is the OU/Division that is defined for the job requisition to which the internal user applies.

For emails configured to be sent to internal users (not applicants), such as Hiring Manager or Requisition Owner, the availability is based on the Division OU to which the user belongs.

As a best practice when configuring the Availability field, it is best to account for the role of the recipient as well as availability setting to ensure that internal applicants, external applicants, and internal users receive the appropriate emails.

Click here to view the availability rules by OU.

Click here to view the availability rules by recipient.

Invite to Apply EmailWhen configuring the Invite to Apply email, the Availability settings are bypassed for external users.


FIELD NAME

DESCRIPTION

Tags Click the Display a list of tags link to view tags available to use in the Subject or Message fields. The tags that are available to include are dependent upon the email type selected. When the email is sent, the tags are replaced with actual information. The tags must be entered exactly as they are listed, and they are case sensitive. For example, to address the email to the trainee (the person who

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FIELD NAME

DESCRIPTION

must take the training), enter: "Dear TRAINEE.FIRST.NAME TRAINEE.LAST.NAME,". The field would be replaced with the relevant information.

Subject Enter a subject for the email message. The subject is displayed to the recipient. Tags can be used in this field. If multiple languages are enabled for the portal, a Translate (Globe) icon is available to the right of the Subject field. Administrators can select this icon to translate the subject into other available languages. Note: When editing or copying an email template, this field is always displayed in the email template's default language. To view the field text in a different language, select the Translate icon.



o WYSIWYG Tool - The WYSIWYG (What You See Is What You Get) tool provides configuration tools, such as images, fonts, colors, formatting, and tables. There is also a Copy from Word feature that enables administrators to import from Microsoft Word, preserving the formatting used in the Word document. HTML code can also be used. The system only accepts certain customizable HTML elements in the WYSIWYG Editor. Elements that are not acceptable display as text. See Safe Listed Customizable Elements.o The top toolbar of the WYSIWYG tool contains

configuration options. The bottom toolbar is used to switch from design to HTML mode, as well as preview the email.

o Note: Documents cannot be deleted from the Document Manager once they are added. This is because the document may be in use in emails that have already been sent to users. This prevents errors with document links after emails are sent.

o See the WYSIWYG Tool Considerations below for important considerations when using the WYSIWYG tool.


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FIELD NAME

DESCRIPTION

If multiple languages are enabled for the portal, a Language drop-down is available above the Message field. Administrators can select a language from this drop-down to translate the email message into other available languages. Note: When editing or copying an email template, this field is always displayed in the email template's default language. To view the field text in a different language, select the appropriate language from the Language drop-down menu.

Once all fields have been completed, click SAVE.

Modification HistoryA Modification History section is available when editing an email template. This section captures each time an email template is created or modified. This section displays the name of the user who created or modified the template and the date and time at which this occurred.

ConditionsConditions can be set for an email trigger so that the email is only triggered when certain conditions are met. For example, the Session Transcript Status Changed by Roster Submission email trigger can be configured so that the email is only triggered if the student's LO is in a specific Transcript status, such as Pending Evaluation or No Show.

o STUDENT.TRANSCRIPT.STATUS==TRANSCRIPT.STATUS.[Enter the desired status here (e.g., NOSHOW, PENDINGEVALUATION)]

The Conditions section is only available if the email trigger can utilize conditions.

Impacts of Localization on Critical EmailsIt is important to note that an email may not be sent to a recipient depending on the configuration and localization of the email template. The behavior of the email trigger depends on the configuration of the email template.

o If the email template is localized in the recipient's language, then the system sends the email in this language.

o If the email template is not localized in the recipient's language, then the behavior depends on whether the Send emails using default language when preferred language is not available option is selected.o If this option is selected, then the system sends the email in the template's default

language.o If this option is not selected, then the email is not sent to the recipient.

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While this is important for all emails, it is extra important to keep this in mind for the following email triggers:

o Admin Password Changeo Forget Passwordo Forget Usernameo Login Message Emailo User Password Change












design mode.o In Internet Explorer, when a user uploads a HTM file using the Template

Manager while setting up an email, the uploaded HTM file may have a slightly different layout and formatting.

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Email Export LogWhen exporting an email log, the email log contains all emails sent for the related trigger within the past 30 days. Due to auditing functionality, the "Forget Password" email trigger may display emails older than 30 days.

Emails that are sent to users who are included in the Cc field for the email trigger do not appear in the email log. For example, if Manager is selected in the Send To field and Indirect Manager is selected in the Cc field, then the email to the manager will be included in the email log, but the email to the Indirect Manager will not.

To view the email log for an email trigger, follow these steps:

1. Go to ADMIN > TOOLS > CORE FUNCTIONS > EMAIL MANAGEMENT.2. Click the Expand icon for an email trigger. This option is only available if the email

trigger has at least one existing email configured.3. Click the Export to Excel icon.

Permissions

PERMISSION NAME




Core Administration

Global Email Administration - View

Grants view only access to email templates/triggers and email logs at the global level for the portal. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an administrator permission.

Core Administration

The email log contains the following information for each entry:

1. Email Address - The email address to which the email was sent.2. Time Sent - The date and time at which the email was sent.3. Subject - The subject line of the email.

If the email has not been triggered in the past 30 days, then the spreadsheet will be empty.

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Email TagsEmail tags can be included in email templates that allow you to automatically substitute specific information, such as the User's name, the Approver's name, the Price of the training, the Date of the Request was made, etc., in any new email created. Clicking the Display a list of tags that can be used within the subject and body of the Email link within the new Email template will display the tags that can be used in that specific Email.

The tags used in this example are:

o TRAINEE.FIRST.NAMEo TRAINEE.LAST.NAMEo TITLEo TRAINING.DESCRIPTIONo DURATION

Example of how these tags would appear to users in an email.

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Billing EmailsUnpurchased Items in Shopping CartThe following tags are available for the Unpurchased Items in Shopping Cart email:

TAG NAME DESCRIPTION

ACTION.DATE Date that the user added the first item to empty shopping cart.

CART.LINK Displays a deep link to the cart owner's shopping cart. In the email text, the tag is replaced with a linked message, Click here to proceed to your Shopping Cart. For portals with SSO enabled, the user is directed to the Shopping Cart page. For portals that require sign-in, the user is directed to the portal's sign-in page. Once signed in, the user is taken to the Shopping Cart page.

CART.LIST.HTML Displays HTML list of unpurchased items in the shopping cart.

CART.LIST.TEXT Displays text list of unpurchased items in the shopping cart. Each item listed includes the item name, duration, quantity, and unit price.

CART.OWNER.FIRST.NAME First name of shopping cart owner.

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CART.OWNER.LAST.NAME Last name of shopping cart owner.

UNSUBSCRIBE.LINK Deep link to the Unsubscribe page, from which the shopping cart owner can unsubscribe from the Unpurchased Items in Shopping Cart email.

Careers EmailsCheck-InsThe following tags are available for Check-Ins email:


CHECK-IN.CREATOR.FIRST.NAME The first name of the user who created the discussion.

CHECK-IN.CREATOR.LAST.NAME The last name of the user who created the discussion.

CHECK-IN.LINK A hyperlink that takes the user to the check-ins page.

CHECK-IN.PARTICIPANT.FIRST.NAME

The first name of a participant in the discussion.

CHECK-IN.PARTICIPANT.LAST.NAME

The last name of a participant in the discussion.

CHECK-IN.TITLE The name of the check-in discussion.Follow-UpsThe following tags are available for Follow-Ups email:


CHECK-INS.FOLLOW-UP.CONTENT

The content of the follow-up.

CHECK-INS.FOLLOW-UP.DUE.DATE

The due date for the Follow-up. Will display "soon" when the Follow-Up has no due date.

CHECK-INS.FOLLOW-UP.LINK A hyperlink that takes the user to the Check-In meeting where that follow-up was created.

CHECK-INS.FOLLOW-UP.ASSIGNEE.FIRST.NAME

The Follow-Up assignee's first name. Will display "Unassigned" when the Follow-Up has no assignee.

CHECK-INS.FOLLOW-UP.ASSIGNEE.LAST.NAME

The Follow-Up assignee's last name.

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Custom Field TagsCustom FieldsFor every custom field defined on the Custom Fields page, there is an associated tag called CUSTOM.[Custom field Email tag name]

o The description for each tag is the name of that custom field.o CUSTOM.[Custom Field Email Tag] - Each custom tag inserts the text that was entered

in that field for this training item as a string.o If nothing was entered in this field then the tag will not insert anything.

Employee Onboarding EmailsEmployee Onboarding CancelledThe following tags are available for the Employee Onboarding Cancelled email:


ACTION.DATE Date that the action took place that triggers the email.

RECIPIENT.DIVISION Recipient's division.

RECIPIENT.FIRST.NAME Recipient's first name.

RECIPIENT.LAST.NAME Recipient's last name.

RECIPIENT.PHONE Recipient's phone.

RECIPIENT.POSITION Recipient's position.

RECIPIENT.USERNAME Recipient's user name.

ONBOARDING.USER.FIRST.NAME Onboarding user's first name.

ONBOARDING.USER.LAST.NAME Onboarding user's last name.

ONBOARDING.USER.PHONE Onboarding user's phone.

ONBOARDING.USER.EMAIL Onboarding user's email address.

ONBOARDING.USER.USERNAME Onboarding user's user name.

ONBOARDING.USER.START.DATE Onboarding user's start date.Employee Onboarding StartedThe following tags are available for the Employee Onboarding Started email:




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ONBOARDING.USER.PHONE Onboarding user's phone.

ONBOARDING.USER.EMAIL Onboarding user's email address.

ONBOARDING.USER.USERNAME Onboarding user's user name.

ONBOARDING.USER.START.DATE Onboarding user's start date.

ONBOARDING.USER.FUTURE.POSITION Pending new Position organizational unit (OU) for onboarding user.

ONBOARDING.USER.FUTURE.DIVISION Pending new Division OU for onboarding user.

ONBOARDING.USER.FUTURE.LOCATION Pending new Location OU for onboarding user.

Integration Task AssignedThe following tags are available for the Integration Task Assigned email:



INTEGRATION TASK.DUE.DATE Integration task due date.

INTEGRATIONTASK.TITLE Integration task title.

INTEGRATION.TITLE Integration title.





TASK.START.DATE The date on which the form task starts.Onboarding Form AssignedThe following tags are available for the Onboarding Form Assigned email:

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FORM.DESCRIPTION Description entered when configuring the form.

FORM.TASK.INSTRUCTIONS Instructions entered for the form task.

FORM.TASK.TITLE Title entered for the form task.

FORM.TITLE Title entered when configuring the form.







TASK.DUE.DATE The date on which the form task is due.

TASK.START.DATE The date on which the form task starts.Onboarding Form CompletedThe following tags are available for the Onboarding Form Completed email (new tags appear in red):




FORM.ESIGNED.DATETIME Displays the date and time that the form was electronically signed.

FORM.RESPONDER.DIVISION Division of the user who filled out the form.

FORM.RESPONDER.FIRST.NAME First name of the user who filled out the form.

FORM.RESPONDER.LAST.NAME Last name of the user who filled out the form.

FORM.RESPONDER.PHONE Phone of the user who filled out the form.

FORM.RESPONDER.POSITION Position of the user who filled out the form.




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TASK.START.DATE The date on which the form task starts.W-4 Forms PendingThe following tags are available for the W-4 Forms Pending email:




Form Management EmailsForm Approval RequiredThe following tags are available for the Form Approval Required email:



APPROVER.DIVISION Division of the approver.

APPROVER.FIRST.NAME First name of the approver.

APPROVER.LAST.NAME Last name of the approver.

APPROVER.PHONE Phone of the approver.

APPROVER.POSITION Position of the approver.






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RECIPIENT.USERNAME Recipient's user name.Form Approval Completed



APPROVER.DIVISION Division of the approver.

APPROVER.FIRST.NAME First name of the approver.

APPROVER.LAST.NAME Last name of the approver.

APPROVER.PHONE Phone of the approver.

APPROVER.POSITION Position of the approver.

APPROVAL.STATUS Status of the approval (approved, denied, returned, etc.).

APPROVER.COMMENT Comments made by approver.












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RECIPIENT.USERNAME Recipient's user name.Form AssignedThe following tags are available for the Form Assigned email:














TASK.START.DATE The date on which the form task starts.Form CompletedThe following tags are available for the Form Completed email:




FORM.ESIGNED.DATETIME Displays the date and time that the form was electronically signed.

FORM.RESPONDER.DIVISION Division OU of the user who filled out the form.



FORM.RESPONDER.PHONE Phone number of the user who filled out the form.

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FORM.RESPONDER.POSITION Position organizational unit (OU) of the user who filled out the form.











TASK.START.DATE The date on which the form task starts.Self-Service Form SubmittedThe following tags are available for the Self-Service Form Submitted email (new tags appear in red):





FORM.RESPONDENT.DIVISION Division OU of the user who filled out the form.

FORM.RESPONDENT.FIRST.NAME First name of the user who filled out the form.

FORM.RESPONDENT.LAST.NAME Last name of the user who filled out the form.

FORM.RESPONDENT.PHONE Phone number of the user who filled out the form.

FORM.RESPONDENT.POSITION Position organizational unit (OU) of the user who filled out the form.

FORM.RESPONDENT.USERNAME User name of the user who filled out the form.

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ILT EmailsLAUNCH.SESSION.LINK TagLAUNCH.SESSION.LINK tag, when incorporated into the body of the ILT Session Register email, provides email recipients with a customized link which allows them to immediately launch the virtual session by clicking the link. This email tag functions for both single and multi-part sessions. Upon clicking the email link, users are prompted to log in to their portal whether or not the organization uses single sign-on (SSO). If the organization uses SSO, they will be prompted to log in using SSO. If the organization does not use SSO, they will be prompted to log in using their Cornerstone portal credentials.

SCHEDULES TagSCHEDULES tag includes the time zone of the ILT Session after the date and time of each part. If a subject is added to a part, the subject displays in the Session details section. This tag is available for the following Emails: Request ILT, Assign ILT, Approve ILT, ILT Register, Waitlist Request, Cancel Session, Exception Request, Grant Exception Request, Cancellation Registration, ILT Session Seats Available, Session Change.

SCHEDULES.DETAILS TagSCHEDULES.DETAILS tag is available in ILT Emails which display the Session details in a format that is easier to understand as an end user. The room of the location and the address of the parent location are displayed instead of the location hierarchy being displayed as a string as it is in the SCHEDULES tag. If a subject is added to a part, the subject displays in the Session details section. This tag is available for the following Emails: Request ILT, Assign ILT, Approve ILT, ILT Register, Waitlist Request, Cancel Session, Exception Request, Grant Exception Request.

SCHEDULES.CHANGEDSCHEDULES.CHANGED condition tag is available in the Session Changed email trigger. When added as a condition, the email will only fire when a change is made to any of the fields on the Parts Schedule page.

WITHDRAW.SESSION.LINKWITHDRAW.SESSION.LINK tag is used to add a session withdrawal link to an email. When learners receive this registration email, they will see a link instead of a tag. Clicking this link navigates them to the Cancel Registration page for the selected event. The learner

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must select a reason for withdrawal and then submit the withdrawal on this page. Note: This link is SSO-enabled, but can also be used by organizations that do not use SSO.

INSTRUCTOR.REQUEST.LINKINSTRUCTOR.REQUEST.LINK tag allows you to add a link to the View Instructor Request page to a Request Instructor email. When instructors receive this request email, they will see a link instead of a tag. Clicking this link navigates them to the View Instructor Request page for the session. The instructor can then respond to the request. Note: This link is SSO-enabled, but can also be used by organizations that do not use SSO.

ILT Tags in WebEx Virtual Session EmailsWhen the SCHEDULES, SCHEDULES.HTML, or SCHEDULES.DETAILS tag is included in emails for WebEx virtual sessions, the tags display the WebEx URL, WebEx Meeting ID, and WebEx Meeting Password.

Notes:o This feature is controlled by a backend setting that is turned off by default. If the setting

is not enabled, the email tags function as designed without the WebEx features. To enable the setting for your portal, contact Global Customer Support.

o This feature is only available for organizations that have an account with WebEx and that also have the ILT module enabled.

o It is important to note that enabling this feature could allow users who are not on the session roster to access a WebEx session via the login information included in the email.

Considerationso Multi-Part Sessions - For multi-part sessions, the schedule tags list all session parts. A

unique WebEx session is created for each session part, which includes a URL, meeting ID, and password value. Therefore, separate WebEx access information is listed for each session part.

o Recording Attendance -o If a user accesses a session from outside of the portal, the user's attendance is

still recorded on the roster, provided the user's WebEx roster information matches that of the session roster in the portal.

o Attendance is only recorded for users that are on the session roster. If a user attends a WebEx session but is not on the session roster, their attendance is not recorded on the session roster.

o Editing Session Parts in ILT Administration - Edits that are made to a session part within ILT Administration do not change the WebEx access information.

o Editing Session Parts in WebEx - Edits that are made to a session part within WebEx do not initiate an update to the session within ILT Administration. If edits are made to a session part via WebEx, the integration of the session between WebEx and the portal is broken. For this reason, edits to a session should always be made in ILT Administration. Edits to a session should never be made in WebEx.

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Available TriggersThe tags are available for the following email triggers:

o Assign ILT Sessiono Request ILT Sessiono ILT Session Registero Approve ILT Sessiono Waitlist Requesto Grant Waitlist Requesto Deny Waitlist Requesto Waitlist Acceptance Deadlineo Waitlist Expireso Exception Requesto Grant Exception Requesto Deny Exception Requesto Cancel Registration (without withdrawal penalty)o Cancel Registration (with withdrawal penalty)o ILT Session Substitutiono Withdraw from Waitlisto Session Transcript Status Changed by Roster Submissiono Request WebCasto Session Pre-Work Due Dateo Session Post-Work Due Dateo ILT Session Becomes Availableo ILT Session Marked as Completeo Session Start Dateo Session End Dateo Cancel Sessiono Session Changedo Prerequisite is Due

Sample Email ConfigurationThe following is a sample configuration for the Message field when including the SCHEDULES.HTML tag for ILT virtual sessions:

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LMS EmailsLaunch LO (Learning Object) Email TagAn Email Tag is available for all relevant email actions that enable a user to launch a training item via a link in an email. When a user receives an email with this tag, the user is able to select the Launch Training link. The selection will open a window where the user is prompted to log-in to the application. After validating their ID in the application, the user may see the Transcript page (Depending on the Learning Object type), or the Details page (Depending on the Learning Object type), or the Learning Object will be launched (Depending on the Learning Object type.) If the user is already logged in to the application the LO will skip the ID validation and open the training. If the user is not registered for the training, the user will not launch the training but will navigate to the Transcript Page.

The following email triggers contain the tag for launching LO link:

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WorkflowIf the user is already logged in, then the landing page/login page automatically authenticates the user, and the user would skip the login page, and experience the auto launch. If the training is any status prior to registered, the user will always be navigated to the Transcript view.

LEARNING TYPE

USER IS REDIRECTED TO...

Test Instruction page of test

Online Course or Quick Course

Transcript page and new window will open

Library Details page of library

Curriculum Details page. If curriculum player is active for the curriculum, the Curriculum Player will be the users view instead of the Details page.

Material Transcript page. If Material is URL, auto launch will occur.

Session Session details page. If the session does not have pre or post work, then a Manage link does not appear in the transcript options column. If there is no Manage link in the option column then the Launch LO link will take the user to the transcript page, instead of the session details page

Deep Linking Email TagsThe LAUNCH.TRAINING and TRANSCRIPT.LINK email tags support SSO functionality. When included in an email, the LAUNCH.TRAINING tag allows recipients to launch training directly from the email. The TRANSCRIPT.LINK tag opens the Transcript page for the associated training.

The links for the LAUNCH.TRAINING and TRANSCRIPT.LINK tags attempt to authenticate the user through SSO and launch the training or open the Transcript page, respectively, without requiring the user to log in to the portal.

The links are formatted as follows:

o LAUNCH.TRAINING - Base URL + Launch Link + Learning Object IDo TRANSCRIPT.LINK - Base URL + Transcript Link

o If a base URL has been set for a specific user, that base URL is used when formatting the TRANSCRIPT.LINK tag.

o If a base URL has not been set for a specific user, then the base URL set via the backend setting for the portal is used when formatting TRANSCRIPT.LINK tag.

o If a base URL has not been set for a specific user and a base URL is not set via the backend setting, then the TRANSCRIPT.LINK tag will have an empty base

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URL. In this case, you can contact Global Customer Support to have the base URL configured via the backend setting, or you can enter the base URL for the users that are receiving and sending the emails.

Note: It is important to note that the links expose the portal's base SSO URL in the email, as configured in Admin > Catalog > Deep Linking.

This functionality is controlled by a backend setting that is turned off by default. To enable the setting for your portal, contact Global Customer Support. Note: Learning Management System and SSO integration must also be enabled in your portal. For portals that do not have SSO integration, recipients must log in to the portal before being directed to the training or Training Details page.

SF-182 EmailsThe following tags are available in addition to the standard Trainee, Training field, and User Record tags. Note: The APPROVAL.STEP.NUMBER tag is only available for the SF-182 Form Approval Step Response and SF-182 Form Denied emails.

EMAIL TAG NAME DESCRIPTION

APPROVAL.STEP.NUMBER Number of the approval step

SF.COURSE.NUMBER.CODE Course Number Code

SF.DIRECT.BOOKS.AND.MATERIALS.COSTS Direct Books and Materials Costs

SF.DIRECT.BOOKS.AND.MATERIALS.COSTS.FUND Direct Books and Materials Costs Fund

SF.DIRECT.TOTAL.COST Direct Total Cost

SF.DIRECT.TOTAL.COST.FUND Direct Total Cost Fund

SF.DIRECT.TRAINING.TUITION.AND.FEES.COST Direct Training Tuition and Fees Cost

SF.DIRECT.TRAINING.TUITION.AND.FEES.COST.FUND Direct Training Tuition and Fees Cost Fund

SF.INDIRECT.TOTAL.COST Indirect Total Cost

SF.INDIRECT.TOTAL.COST.FUND Indirect Total Cost Fund

SF.INDIRECT.TRAINING.PER.DIEM.COST Indirect Training Per Diem Cost

SF.INDIRECT.TRAINING.PER.DIEM.COST.FUND Indirect Training Per Diem Cost Fund

SF.INDIRECT.TRAINING.TRAVEL.COST Indirect Training Travel Cost

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EMAIL TAG NAME DESCRIPTION

SF.INDIRECT.TRAINING.TRAVEL.COST.FUND Indirect Training Travel Cost Fund

SF.TRAINING.DUTY.HOURS Training Duty Hours

SF.TRAINING.END.DATE Training End Date

SF.TRAINING.LOCATION.MAILING.ADDRESS.1 Training Location Mailing Address 1

SF.TRAINING.LOCATION.MAILING.ADDRESS.2 Training Location Mailing Address 2

SF.TRAINING.LOCATION.MAILING.CITY Training Location Mailing City

SF.TRAINING.LOCATION.MAILING.STATE Training Location Mailing State

SF.TRAINING.LOCATION.MAILING.ZIP.CODE Training Location Mailing Zip Code

SF.TRAINING.NON.DUTY.HOURS Training Non Duty Hours

SF.TRAINING.OBJECTIVES Training Objectives

SF.TRAINING.START.DATE Training Start Date

SF.VENDOR.E-MAIL.ADDRESS Vendor E-mail Address

SF.VENDOR.MAILING.ADDRESS.1 Vendor Mailing Address 1

SF.VENDOR.MAILING.ADDRESS.2 Vendor Mailing Address 2

SF.VENDOR.MAILING.CITY Vendor Mailing City

SF.VENDOR.MAILING.STATE Vendor Mailing State

SF.VENDOR.MAILING.ZIP.CODE Vendor Mailing Zip Code

SF.VENDOR.NAME Vendor Name

SF.VENDOR.TELEPHONE.NUMBER Vendor Telephone Number

Training Deactivation EmailThe following tags are available for Training Deactivation emails:


DEACTIVATION.DATE Date training is set to deactivate.

RECIPIENT.DIVISION Recipient’s division.

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RECIPIENT.PHONE Recipient's phone number.



TITLE Name of the training item.

VERSION Version number of the training.Training Is Available EmailThe following email tags are available for the Training Is Available email trigger:


ACTION.DATE Date on which the action took place that triggers the email.

ASSIGNOR.FIRST.NAME Assignor's first name.

AVAILABLE.DATE Date on which the training is available to start.

This tag is available for the following additional email triggers:

o Approve Training Requesto Assign Trainingo Registero Training is Dueo Training Removed from Transcripto Transcript Status Editedo Transcript Updated

Note: This tag is only available for users with permission to manage the available date setting for a learning assignment.

ASSIGNOR.LAST.NAME Assignor's last name.

ASSIGNOR.PHONE Assignor's phone number.

AVAILABLE.DATE Date on which training is available to start.

CC.APPROVER.FIRST.NAME Cost center approver's first name.

CC.APPROVER.LAST.NAME Cost center approver's last name.

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CC.OWNER.FIRST.NAME Cost center owner's first name.

CC.OWNER.LAST.NAME Cost center owner's last name.

CREDITS Training credits.

DUE.DATE Training due date.

DURATION Training hours.

LAUNCH.TRAINING Link to launch the training.

MANAGER.FIRST.NAME Manager's first name.

MANAGER.LAST.NAME Manager's last name.

MANAGER.PHONE Manager's phone number.

PRICE Price of training.






RECIPIENT.USERNAME Recipient's username.

TITLE Name of the training.

TRAINEE.DIVISION Division name.

TRAINEE.FIRST.NAME Student's first name.

TRAINEE.LAST.NAME Student's last name.

TRAINEE.PHONE Student's phone number.

TRAINEE.POSITION Student's position title.

TRAINING.CATEGORY Training category.

TRAINING.DESCRIPTION Training description.

TRAINING.NUMBER Session or online class number. For sessions, this displays the Session ID. If a Session ID is not set for the session, then this is blank.

TRAINING.PURPOSE Training purpose.

TRAINING.STATUS Status of the training, such as Assigned, Approved, Registered, etc.

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TRAINING.TYPE Type of training, such as Online Class, Event, etc.

TRANSCRIPT.LINK Transcript page URL.

VENDOR.NAME Name of training vendor.

Login Message EmailsLogin Message EmailsThe following email tags are available for all Login Message Emails:


LOGIN.MESSAGE.ACTION The on-click action selected for the action button to which the email is associated.

LOGIN.MESSAGE.TEXT The HTML for a login message.

RECIPIENT.DIVISION The recipient's division.

RECIPIENT.FIRST.NAME The recipient's first name.

RECIPIENT.LAST.NAME The recipient's last name.

RECIPIENT.PHONE The recipient's phone number.

RECIPIENT.POSITION The recipient's position.

RECIPIENT.USERNAME The recipient's username.

USER.DIVISION The user's division.

USER.FIRST.NAME The user's first name.

USER.LAST.NAME The user's last name.

Planning EmailsPlanning Emails TagsNotes:o When the email is sent to a planner of a "parent" plan as it relates to one of its

subplans, the email tags refer to the subplan and not the parent plan.o The BCC notifications to field is not currently supported.o Users who are added to the Send To and Cc fields will not receive emails if they are

not Work Force Planning users (i.e., Plan Owner, Primary Planner, Sub-Planner).

The following email tags are available:

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TAG NAME DESCRIPTION TAG AVAILABILITY

WFP.AREA.TAG WFP Area All email triggers

WFP.COPLANNERS.TAG WFP Co-Planners

Only the Plan CoPlanners Changed trigger

WFP.DUE.DATE.TAG WFP Due Date All email triggers except: Subplan Submitted, Subplan To Primary Planner, Subplan Rejected, and Subplan Accepted

WFP.PLAN.NAME.TAG WFP Plan Name All email triggers except Subplan Rejected and Subplan Accepted

WFP.PLANNER.NAME.TAG WFP Planner Name

Only two triggers: Subplan Submitted and Subplan Accepted

WFP.PRIMARY.PLANNER.TAG WFP Primary Planner

Only the Primary Planner Changed trigger

WFP.RECIPIENT.NAME.TAG WFP Recipient Name

All email triggers

Performance EmailsDevelopment Plan Emails (Redesign)The following tags are available for the redesigned Development Plans emails:


DEVPLAN.APPROVER.FIRST.NAME Development Plan Approver First Name

DEVPLAN.APPROVER.LAST.NAME Development Plan Approver Last Name

DEVPLAN.LINK Link to the development plan

DEVPLAN.TITLE Title of the development plan

DEVPLAN.USER.FIRST.NAME Development Plan User's First Name

DEVPLAN.USER.LAST.NAME Development Plan User's Last Name

USER.FIRST.NAME Email Recipient's First Name

USER.LAST.NAME Email Recipient's Last Name

Recruiting EmailsApplicant Forms

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The following tags are available for the Assign Applicant Form and Applicant Form Complete emails, in addition to custom fields defined by the administrator in Requisition and Applicant Preferences:



APPLICANT.STATUS Applicant's status.

APPLICANT.STATUS.CHANGE.DATE Most recent date on which the applicant's status changed.

APPLICATION.DATE Date the application was submitted.

APPLICATION.REVIEW.LINK Link to the Talent Profile page for a specific application.

COMPANY.NAME Name of the company.

FORM .APPLICANT.DATE.ASSIGNED Date the form was assigned to the applicant.

FORM .DESCRIPTION Description of the form. Note: This tag is not available for the Applicant Form Complete email.

FORM.TITLE Title of the form.

JOB.AD Internal or external job ad, depending on the recipient.

JOB.COMPENSATION.CURRENCY.SYMBOL Currency type defined for the job requisition.

JOB.COMPENSATION.RANGE.MAX Payment maximum range for the job. Note: This tag is only available to users who have permission to view and edit the salary range for requisitions. For users who do not have salary range permission, the tag is not visible in the tags pop-up.

JOB.COMPENSATION.RANGE.MIN Payment minimum range for the job. Note: This tag is

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only available to users who have permission to view and edit the salary range for requisitions. For users who do not have salary range permission, the tag is not visible in the tags pop-up.

JOB.COMPENSATION.TYPE Compensation type defined for the job requisition.

JOB.DESCRIPTION Internal or external job description, depending on the recipient.

JOB.DETAILS.LINK Link to the specific Job Details page on which the requisition is located.

JOB.EMPLOYMENT.TYPE Employment type defined on the requisition form.

JOB.IDEAL.QUALIFICATIONS.HTML Ideal qualifications defined on the requisition form (in HTML format).

JOB.IDEAL.QUALIFICATIONS.TEXT Ideal qualifications defined on the requisition form (in text format).

JOB.MINIMUM.QUALIFICATIONS Minimum qualifications defined for the requisition.

JOB.OPENINGS.NUMBER Number of openings defined on the requisition form.

JOB.OU.DIVISION.TITLE Division selected for the requisition.

JOB.OU.GRADE.TITLE Grade selected for the requisition.

JOB.OU.LOCATION.ADDRESS Facility Address defined for the location defined on the job requisition.

JOB.OU.LOCATION.TITLE Location selected for the requisition.

JOB.REQUISITION.HIRING.MANAGER.LIST.HTML User(s) listed as the Hiring

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Manager(s) for an organizational unit (OU) (in HTML format).

JOB.REQUISITION.HIRING.MANAGER.LIST.TEXT User(s) listed as the Hiring Manager(s) for an OU (in text format).

JOB.REQUISITION.ID Requisition ID.

JOB.REQUISITION.OWNER.LIST.HTML A list of the owners for the requisition (in HTML format).

JOB.REQUISITION.OWNER.LIST.TEXT A list of the owners for the requisition (in text format).

JOB.REQUISITION.PRIMARY.OWNER.NAME.FULL Displays the user defined in the Primary Owner field on the General tab when creating, editing, and copying requisition templates, default requisition templates, and job requisitions.

JOB.RESPONSIBILITIES.LIST.HTML Job responsibilities defined for the position OU (in HTML format).

JOB.RESPONSIBILITIES.LIST.TEXT Job responsibilities defined for the position OU (in text format).

JOB.TARGET.HIRE.DATE Target hire date defined on the job requisition form.

JOB.TITLE Job title defined on the requisition form.

MY.PROFILE.LINK Link to applicant's My Profile page.

PROFILE.USER.EMAIL Email address associated with an applicant profile.

PROFILE.USER.NAME.FIRST First name associated with an applicant profile.

PROFILE.USER.NAME.LAST Last name associated with an applicant profile.

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PROFILE.USER.PREFIX This tag displays the prefix the applicant uses when addressing marital status. The prefix is defined in the Prefix field by applicants when completing their profile or by recruiters when defining the applicant's contact details in Manage Applicants.





RECIPIENT.POSITION Recipient's position.Applicant Review Feedback ReceivedThe following email tags are available for the Applicant Review Feedback Received email:










JOB.TITLE Job title defined on the requisition

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form.



REVIEW.FEEDBACK.SUMMARY Displays all feedback for applicants that have been reviewed from the review applicants resume carousel for a particular requisition. First Column: Applicant Name Second Column: Applicant Email Address Feedback: Yes/No (depending on decision)

USER.SUBMITTING.FEEDBACK.FIRST.NAME First name of user submitting feedback for the applicant.

USER.SUBMITTING.FEEDBACK.LAST.NAME Last name of user submitting feedback for the applicant.

Applicant Status ChangeThe following tags are available for the Applicant Status Change email:

Note: In addition to the tags below, all custom email tags can be used for the Applicant Status Change email.




APPLICANT.COMMENT.ALL.LIST.HTML Displays all applicant comments with the name of the user who posted the comment (in HTML format).

APPLICANT.COMMENT.ALL.LIST.TEXT Displays all applicant comments with the name of the user who posted the comment (in text format).

APPLICANT.RATING.ALL.LIST.HTML Displays all applicant ratings with the name of the user who posted the rating (in HTML format).

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APPLICANT.RATING.ALL.LIST.TEXT Displays all applicant ratings with the name of the user who posted the rating (in text format).





JOB.COMPENSATION.RANGE.MIN Payment minimum range for the job. Note: This tag is only available to users who have permission to view and edit the salary range for requisitions. For users who do not have salary range permission, the tag is not visible in the tags pop-up.




JOB.IDEAL.QUALIFICATIONS.HTML Ideal qualifications defined on the requisition form (in

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HTML format).


JOB.OU.LOCATION.TITLE Location Organizational Unit (OU) of the requisition.



JOB.REQUISITION.HIRING.MANAGER.NAME.FULL Hiring manager's full name for the requisition.









MY.PROFILE.LINK Link to applicant's My Profile

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page.

PROFILE.USER.ADDRESS.1 Line 1 of the candidate's physical address.

PROFILE.USER.ADDRESS.2 Line 2 of the candidate's physical address, which can include additional address information such as an apartment or suite number.

PROFILE.USER.CITY The candidate's city from their physical address.

PROFILE.USER.COUNTRY The candidate's country from their physical address.




PROFILE.USER.POSTAL CODE The candidate's ZIP code or postal code from their address.


PROFILE.USER.STATE The candidate's state from their physical address.




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RECIPIENT.POSITION Recipient's position.Assessment Assigned and SHL Assessment CompleteThe following tags are available for the Assessment Assigned and SHL Assessment Complete emails:










JOB.COMPENSATION.RANGE.MIN Payment minimum range for the job. Note: This tag is only available to users who have permission to view and edit the salary range for requisitions. For users who do not have salary range

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permission, the tag is not visible in the tags pop-up.








JOB.OPENINGS.NUMBER Number of openings defined on the job requisition.





JOB.REQUISITION.HIRING.MANAGER.LIST.HTML User(s) listed as the Hiring Manager(s) for an organizational unit (OU) (in HTML format).

JOB.REQUISITION.HIRING.MANAGER.LIST.TEXT User(s) listed as the Hiring

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Manager(s) for an OU (in text format).













PROFILE.USER.COUNTRY The candidate's country

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from their physical address.











RECIPIENT.POSITION Recipient's position.Assign Integration AssessmentThe following email tags are available for the Assign Integration Assessment email:



APPLICANT.INTEGRATION.ASSESSMENT.LINK Displays link to the assigned integration assessment for the applicant.

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APPLICATION.REVIEW.LINK Displays the internal or external job ad, depending on the recipient.








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JOB.REQUISITION.PRIMARY.OWNER.NAME.FULL Displays the user defined in the Primary Owner field on the General tab when

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creating, editing, and copying requisition templates, default requisition templates, and job requisitions.














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PROFILE.USER.PREFIX This tag displays the prefix the applicant uses when addressing marital status. The prefix is defined in the






RECIPIENT.POSITION Recipient's position.Background Check Assigned and Background Check Complete EmailsThe following email tags are available for both the Background Check Assigned and Background Check Complete email, unless otherwise noted in the email trigger description:






BACKGROUND.CHECK.LINK Link to complete background check.

BACKGROUND.CHECK.DATE.ASSIGNED Date on which the background check is assigned.

BACKGROUND.CHECK.DETAILS Details of the background check. Note: This tag is only available for the Background Check Complete email.

BACKGROUND.CHECK.PROGRESS Progress of the background check. Note: This tag is

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only available for the Background Check Complete email.

BACKGROUND.CHECK.RESULT Result of the background check. Note: This tag is only available for the Background Check Complete email.

BACKGROUND.CHECK.STATUS Status of the background check. Note: This tag is only available for the Background Check Complete email.






JOB.EMPLOYMENT.TYPE Employment type defined

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on the requisition form.














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MY.PROFILE.LINK Link to applicant's My Profile page. Note: This tag is only available for the Interview Scheduling Notification – Applicant and OnDemand Video Interview Assigned emails.









RECIPIENT.POSITION Recipient's position.Connect With UsThe following tags are available for all Connect With Us email trigger:



PASSWORD.RESET.URL Provides link to reset password.



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TODAY'S.DATE Displays the current date.Integration Assessment CompletedThe following email tags are available for the Integration Assessment Completed email:






APPLICATION.REVIEW.LINK Displays the internal or external job ad, depending on the recipient.





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PROFILE.USER.EMAIL Email address associated

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with an applicant profile.










RECIPIENT.POSITION Recipient's position.Interview Management EmailsThe following tags are available for all Interview Management email triggers, unless otherwise noted in the email tag description:



APPLICANT.COVER.LETTER Applicant's cover letter. Note: The cover letter displays as an email attachment when this tag is

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used in an email. In addition, this tag is only available for the Interview Cancelled Notification, Interview Scheduling Notification - Interviewer(s), and Interview Scheduling Response emails.

APPLICANT.RESUME.CV Applicant's resume/CV. Note: The resume/CV displays as an email attachment when this tag is used in an email.

APPLICANT.SCHEDULE.SUMMARY Displays all interview sessions scheduled for the applicant. Displays the following summary information for each interview:

o Interview dateo Applicant nameo Job display name of

requisitiono Additional interviewers,

or "None" if there are no additional interviewers

o Interview time zoneo Interview start timeo Interview end timeo Interview type

o In Persono Phoneo Live Video -

(Note: This applies to both Live Video interviews and On Demand Video interviews.)

o Interview location

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o In Person - Physical location of interview

o Phone - Phone number for interview

o Live Video - Link to launch interview session (Note: This applies to both Live Video interviews and On Demand Video interviews.)

o Interviewers - This field displays the interviewers for the interview, as well as their Position OU. This field only displays if interviewers are defined for the interview. An additional tag is not needed for this information to display.

If multiple interview sessions are defined for the applicant, then each session displays in order of soonest to latest interview.

Note: This tag is only available for the Interview Scheduling Notification – Applicant email.

APPLICANT.SCHEDULE.SUMMARY.NO.JOB.TITLE When included, the message does not display the job title of any of the interviewers but still includes the interview details. This allows

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recruiters to provide their applicants all the necessary information about the interview without displaying sensitive data about the interviewers.

Note: This tag is only available for the Interview Scheduling Notification – Applicant email.





COMMENTS.TO.APPLICANT Comments defined by the interview scheduler to the applicant. Note: This tag is only available for the Interview Scheduling Notification – Applicant and OnDemand Video Interview Assigned emails.

COMMENTS.TO.INTERVIEWER Comments defined by the interview scheduler to the interviewer. Note: This tag is only available for the Interview Cancelled Notification, Interview Recommendation Nudge, Interview Recommendation Pending, Interview Scheduling Notification – Interviewer(s), Interview Scheduling Response, OnDemand Video

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Interview Assigned, and OnDemand Video Interview Completed emails.

DAILY.APPLICANT.SCHEDULE.SUMMARY Displays all interviews scheduled for an applicant for the date on which the email trigger is fired. Displays the following summary information for each interview:

o Interview dateo Interview time zoneo Interview start timeo Interview end timeo Interview type



o Interview locationo In Person -

Physical location of interview


o Live Video - Link to launch interview session (Note: This only applies to Live Video interviews and not On Demand Video interviews.)

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o Interviewers - This field displays the interviewers for the interview, as well as their Position OU. This field only displays if interviewers are defined for the interview. An additional tag is not needed for this information to display.

Note: This tag is only available for the Today’s Scheduled Interviews email.

DAILY.INTERVIEWER.SCHEDULE.SUMMARY Displays all interviews scheduled for a user for the date on which the email trigger is fired. Displays the following summary information for each interview:

o Interview dateo Applicant nameo Job display name of

requisitiono Other interviewers, or

"None" if there are no other interviewers

o Interview time zoneo Interview start timeo Interview end timeo Interview type


(Note: This applies to both Live Video interviews and On

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Demand Video interviews.)





Note: This tag is only available for the Today’s Scheduled Interviews email.

INTERVIEW.DATE Date specified for the interview session. Note: This tag is only available for the Interview Cancelled Notification, Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.

INTERVIEW.END.TIME End time specified for the interview session. Note: This tag is only available for the Interview Cancelled Notification, Interview Recommendation Nudge, Interview Recommendation

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Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.

INTERVIEWER.FULL.NAME Full name of the interviewer who recorded the interview scheduling response. Note: This tag is only available for the Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.

INTERVIEWER.POSITION.TITLE Position OU of the interviewer who recorded the interview scheduling response. Note: This tag is only available for the Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.

INTERVIEWER.RECOMMENDATION Displays the recommendation, either Advance or Do not Advance, recorded by the interviewer for the applicant. Note: This tag is only available for the Interview Recommendation Recorded email.

INTERVIEWER.RECOMMENDATION.DATE Displays the date on which the recommendation, either Advance or Do not Advance, was recorded by

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the interviewer for the applicant. Note: This tag is only available for the Interview Recommendation Recorded email.

INTERVIEWER.RECOMMENDATIONS.SUMMARY Displays a summary of all recommendations for an applicant, either Advance or Do not Advance, that have been submitted up to the time the email is triggered.

Displays the following summary information:

o Interviewer nameo Interviewer Position OUo Interviewer

recommendation, either Advance or Do not Advance

Note: This tag is only available for the Interview Recommendation Recorded email.

INTERVIEWER.SCHEDULE.SUMMARY Displays all interview sessions being scheduled for the interviewer. Displays the following summary information for each interview:o Interview dateo Applicant nameo Job display name of

requisitiono Additional interviewers,

or "None" if no additional interviewers

o Interview time zoneo Interview start time

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o Interview end timeo Interview type







Note: This tag is only available for the Interview Scheduling Notification – Interviewer(s) email.

INTERVIEW.GUIDE Interview guide for the interviewer. Note: The interview guide displays as an email attachment when this tag is used in an email. For portals with multiple languages enabled, the guide displays in the recipient's language, if

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available. If the recipient's language is not available, then the guide displays in the sender's language. In addition, this tag is only available for the Interview Scheduling Notification - Interviewer(s) and Interview Scheduling Response emails.

INTERVIEW.GUIDE.COMMENTS Displays the comments written by the interviewer in the Record Recommendation section of the interview guide. If the interviewer did not provide comments, then "No Comments" displays in place of the tag. Note: This tag is only available for the Interview Recommendation Recorded email.

INTERVIEW.LOCATION.ADDRESS Displays the address associated with the location of the interview session, if defined by the interview scheduler. Note: This tag is only available for the Interview Cancelled Notification, Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.

INTERVIEW.LOCATION.PHONE.NUMBER.LIVE.VIDEO Displays the location, phone number, or live video link specified for the interview session.

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Note: This tag is only available for the Interview Cancelled Notification, Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.

INTERVIEW.MANAGER.LINK Deep link to the Interview Manager page for the interviewer. Note: This tag is only available for the Interview Cancelled Notification, Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, Interview Scheduling Notification – Interviewer(s), OnDemand Video Interview Completed, and Today’s Scheduled Interviews emails.

INTERVIEW.REQUEST.RESPONSE Response that the interviewer provided in response to the Outlook Meeting Invite for the interview. The response value is either Scheduled or Decline. Note: This tag is only available for the Interview Scheduling Response email.

INTERVIEW.START.TIME Start time specified for the interview session. Note: This tag is only available for the Interview Cancelled Notification, Interview

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Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.

INTERVIEW.TIME.ZONE Time zone specified for the interview session. Note: This tag is only available for the Interview Cancelled Notification, Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.

INTERVIEW.TYPE Type of interview session, either In Person, Phone, or Live Video. Note: This tag is only available for the Interview Cancelled Notification, Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and Interview Scheduling Response emails.


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JOB.REQUISITION.PRIMARY.OWNER.NAME.FULL Displays the user defined in

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the Primary Owner field on the General tab when creating, editing, and copying requisition templates, default requisition templates, and job requisitions.





LIVE.VIDEO.INTERVIEW.REVIEW.LINK Displays a link to launch the video interview for review in HireVue. The unique link is defined by HireVue for each completed live video interview. This tag only applies to Live Video interview types and does not apply to On Demand Video interview types. Note: This tag is only available for the Interview Recommendation Nudge, Interview Recommendation Pending, and Interview Recommendation Recorded emails.

MY.PROFILE.LINK Link to applicant's My Profile page. Note: This tag is only available for the Interview Scheduling Notification – Applicant and OnDemand Video

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Interview Assigned emails.

ON.DEMAND.VIDEO.INTERVIEW.ASSIGNMENT.LINK Displays a link to launch the assigned On Demand Video interview in HireVue. Clicking the link takes the recipient to HireVue to complete the On Demand Video interview. Note: This tag is only available for the OnDemand Video Interview Assigned email.

ON.DEMAND.VIDEO.INTERVIEW.REVIEW.LINK Displays a link to launch and review the On Demand Video interview in HireVue. The unique link is defined by HireVue for each completed On Demand Video interview. Note: This tag is only available for the Interview Recommendation Nudge, Interview Recommendation Pending, Interview Recommendation Recorded, and OnDemand Video Interview Completed emails.

ON.DEMAND.VIDEO.INTERVIEW.SCORE Displays the On Demand Video interview review score recorded in HireVue for the On Demand Video interview. The unique link is defined by HireVue for each completed On Demand Video interview. Note: This tag is only available for the Interview Recommendation Recorded email.


PROFILE.USER.NAME.FIRST First name associated with

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an applicant profile.








VIDEO.INTERVIEW.REVIEWER.FULL.NAME.LIST Full name of all video interview reviewers. Note: This tag is only available for the OnDemand Video Interview Assigned and OnDemand Video Interview Completed emails.

Job Alert EmailThe following email tags are available for the Job Alert email:



ALERT.RESULT.LINKS Displays links to one or more job postings that match the user’s job alert criteria. The link opens the internal or external requisition posting, depending on the recipient of the Job Alert email.

The tag only needs to be used once in the email.

For external recipients, if there are multiple matching job

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postings, then each job posting displays as a separate link. A maximum of 20 links display. If there are more than 20 matching job postings, then "More job opportunities available at the Career Site" displays as a link at the bottom of the list. Clicking the link opens the organization's default career site.

JOB.ALERT.EXPIRATION Date on which the job alert expires.

JOB.ALERT.FREQUENCY Frequency with which the job alert is sent, either immediately, daily, or weekly.

JOB.ALERT.TITLE Title of job alert. Note: This tag is only available for external recipients.




RECIPIENT.LAST.NAME Recipient's last name.Merged Duplicate ApplicantsThe following tags are available for the Merged Duplicate Applicants email:







MERGED.USER.FIRST.LAST Name of merged applicant whose application has been moved to the target profile.

MY.PROFILE.LINK.TARGET Link to target applicant's My Profile page.

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TARGET.USER.FIRST.LAST First and last name of the user with whom the applicant is merged.

TARGET.USER.PROFILE.LINK This displays a link to the target user's Applicant Profile page.



RECIPIENT.LAST.NAME Recipient's last name.Notify Applicant Prior to ArchivingThe following tags are available (new tags display in red):



NUMBER.DAYS Number of days before archiving applicant’s data.

PASSWORD.RESET.URL The link for the applicant to reset their password.




PROFILE.USER.PREFIX Displays the prefix field associated with an applicant’s profile.

OFCCP EmailsThe following tags are available for all Office of Federal Contract Compliance Programs (OFCCP) email triggers (Invite to Apply and Voluntary Withdrawal), unless otherwise noted in the email trigger description:

The following tags are available for all offer letter management email triggers, unless otherwise noted in the email trigger description (new tags appear in red):






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INVITATION.LINK Link to the Job Details page for all requisitions selected for the invitation. Note: This tag is only available for the Invite to Apply email trigger.








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MY.PROFILE.LINK Link to the user's My Profile page.




PROFILE.USER.PREFIX This tag displays the prefix the applicant uses when addressing marital status.

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The prefix is defined in the Prefix field by applicants when completing their profile or by recruiters when defining the applicant's contact details in Manage Applicants.





RECIPIENT.POSITION Recipient's position.Offer Letter Management EmailsThe following tags are available for all offer letter management email triggers, unless otherwise noted in the email trigger description:


ACTION.DATE Date that the action took place that triggers the email. The value appears in alphanumeric format in the offer letter.


APPLICANT.STATUS.CHANGE.DATE Most recent date on which the applicant's status changed. The value appears in alphanumeric format in the offer letter.

APPLICATION.DATE Date the application was submitted. The value appears in alphanumeric format in the offer letter.


JOB.COMPENSATION.RANGE.MAX Payment maximum range for the job. The

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value appears in alphanumeric format in the offer letter. Note: This tag is only available to users who have permission to view and edit the salary range for requisitions. For users who do not have salary range permission, the tag is not visible in the tags pop-up.

JOB.COMPENSATION.RANGE.MIN Payment minimum range for the job. The value appears in alphanumeric format in the offer letter. Note: This tag is only available to users who have permission to view and edit the salary range for requisitions. For users who do not have salary range permission, the tag is not visible in the tags pop-up.




JOB.IDEAL.QUALIFICATIONS.HTML Ideal qualifications defined for the job requisition in HTML format.

JOB.IDEAL.QUALIFICATIONS.TEXT Ideal qualifications defined for the job requisition in text format.

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JOB.MINIMUM.QUALIFICATIONS Minimum qualifications defined for the job requisition.

JOB.OPENINGS.NUMBER Number of openings defined on the requisition form. The value appears in alphanumeric format in the offer letter.





JOB.REQUISITION.PRIMARY.OWNER.NAME.FULL Displays the user defined in the Primary Owner field on the General tab when creating, editing, and copying requisition templates, default requisition templates, and job requisitions. Note: This tag applies to the Offer Approval Decision and Offer Pending Approval email triggers.



JOB.TARGET.HIRE.DATE Target hire date defined on the job requisition form. The value appears

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in alphanumeric format in the offer letter.


MY.PROFILE.LINK Link to the user's My Profile page.

OFFER.APPROVAL.COMMENT Approval comment. Note: This tag is only available for the Approval Decision email trigger.

OFFER.APPROVAL.DECISION Approval decision. Note: This tag is only available for the Approval Decision email trigger.

OFFER.APPROVALS.LINK Link to the requisition Offer Pending Approvals page. Note: This tag is only available for the Pending Approval Notification and Pending Approval Reminder email triggers.

OFFER.APPROVER.FULL.NAME Full name of the offer approver. Note: This tag is only available for the Approval Decision email trigger.

OFFER.BONUS Bonus defined for the current offer. The value appears in alphanumeric format in the offer letter.

OFFER.COMPENSATION.TYPE Compensation type defined for the current offer.

OFFER.CURRENCY.SYMBOL Currency symbol defined for the current offer.

OFFER.DATE Date the current offer was created. The value

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appears in alphanumeric format in the offer letter.

OFFER.HIRING.MANAGER.NAME.FULL Full name of the hiring manager defined for the current offer.

OFFER.DIVISION Division defined for the current offer.

OFFER.HOURLY.RATE Hourly rate defined for the current offer. The value appears in alphanumeric format in the offer letter.

OFFER.NEXT.LEVEL.HIRING.MANAGER.NAME.FULL Full name of the next level hiring manager defined for the current offer.

OFFER.LABOR.HOURS Labor hours defined for the current offer. The value appears in alphanumeric format in the offer letter.

OFFER.LOCATION Location defined for the current offer.

OFFER.NOTES Notes defined for the current offer.

OFFER.PAY.CYCLE Pay cycle defined for the current offer. The value appears in alphanumeric format in the offer letter.

OFFER.RESPONSE.DATE Offer response date recorded for the candidate. Note: This tag is only available for the Candidate Response Received and Candidate Hired email triggers.

OFFER.RESPONSE.DECISION Offer response decision recorded for the candidate. Note: This

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tag is only available for the Candidate Response Received and Candidate Hired email triggers.

OFFER.RESPONSE.DECLINE.REASON Offer response decline reason recorded for the candidate. Note: This tag is only available for the Candidate Response Received and Candidate Hired email triggers.

OFFER.RESPONSE.NOTES Offer response notes recorded for the candidate. Note: This tag is only available for the Candidate Response Received and Candidate Hired email triggers.

OFFER.SALARY Salary defined for the current offer. The value appears in alphanumeric format in the offer letter.

OFFER.SEND.INSTRUCTIONS Instructions added when sending to the offer to the candidate. Note: This tag is only available for the Email Offer to Candidate and Send Offer to Candidate Profile email triggers.

OFFER.START.DATE Start date defined for the current offer. The value appears in alphanumeric format in the offer letter.

OFFER.WAGE.TYPE Wage type defined for the current offer.


PROFILE.USER.NAME.FIRST First name associated

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with an applicant profile.






RECIPIENT.PHONE Recipient's phone. The value appears in alphanumeric format in the offer letter.

RECIPIENT.POSITION Recipient's position.Onboarding Notifications EmailThe following email tags are available for the Onboarding Notifications email trigger:






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OFFER.BONUS Bonus defined for the current offer.

OFFER.COMPENSATION.TYPE Compensation type defined for the current offer.

OFFER.CURRENCY.SYMBOL Currency symbol defined for the current offer.

OFFER.DATE Date the current offer was created.

OFFER.HIRING.MANAGER.NAME.FULL Full name of the hiring manager defined for the current offer.

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OFFER.DIVISION Division defined for the current offer.

OFFER.HOURLY.RATE Hourly rate defined for the current offer.

OFFER.NEXT.LEVEL.HIRING.MANAGER.NAME.FULL Full name of the next level hiring manager defined for the current offer.

OFFER.LABOR.HOURS Labor hours defined for the current offer.

OFFER.LOCATION Location defined for the current offer.

OFFER.NOTES Notes defined for the current offer.

OFFER.PAY.CYCLE Pay cycle defined for the current offer.

OFFER.SALARY Salary defined for the current offer.

OFFER.START.DATE Start date defined for the current offer.

OFFER.WAGE.TYPE Wage type defined for the current offer.




PROFILE.USER.PREFIX This tag displays the prefix the applicant uses when addressing marital status. The prefix is defined in the Prefix field by applicants when completing their profile or by recruiters when

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defining the applicant's contact details in Manage Applicants.





RECIPIENT.POSITION Recipient's position.Referral to External User EmailThe following tags are available:



CAREER.SITE.LINK Link to career site for job referrals.





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JOB.REQUISITION.PRIMARY.OWNER.NAME.FULL The full name of the primary owner of the requisition.





REFERRAL.RECIPIENT.EMAIL The email address entered for the referral recipient. The

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email address is entered in the Recipient email address(es) field in the Send to a Friend pop-up when referring a job from the career site.

REFERRER.FIRST.NAME The first name of the user referring the job. The referrer's first name is entered in the Your First name field in the Send to a Friend pop-up when referring a job from the career site.

REFERRER.LAST.NAME The last name of the user referring the job. The referrer's last name is entered in the Your Last Name field in the Send to a Friend pop-up when referring a job from the career site.

Reference Letter Form CompleteThe following tags are available for the Reference Letter Form Complete email:








FORM.COMPLETED.DATE The date the form was

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completed by the referrer.

FORM .DESCRIPTION Description of the form.











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JOB.RESPONSIBILITIES.LIST.HTML Job responsibilities defined

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for the position OU (in HTML format).
















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TASK.DATE.ASSIGNED Date the Reference Letter Request task was assigned to the applicant.

Reference Letter RequestThe following tags are available for the Reference Letter Request email:





FORM.DESCRIPTION Description of the form.

FORM.LINK Link that the referrer clicks in the email to launch the reference letter form.











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REFERENCE.FIRST.NAME First name of the referrer.

REFERENCE.LAST.NAME Last name of the referrer.Request FeedbackThe following tags are available for the Request Feedback email:

EMAIL TAG DESCRIPTION

COHORT.LINK Displays as a link that opens the candidate review page

FEEDBACK.REQUESTOR Name of user who requested feedback.

USER.SUBMITTING.FEEDBACK.FIRST.NAME First name of user who submitted feedback.

USER.SUBMITTING.FEEDBACK.LAST.NAME Last name of user who submitted feedback.

FEEDBACK.VOTE Vote by feedback submitter to advance or not advance candidate.

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EMAIL TAG DESCRIPTION

FEEDBACK.COMMENTS Comments by feedback submitter about candidate.

Request ReferencesThe following tags are available for the Request References email:











JOB.COMPENSATION.RANGE.MIN Payment minimum range for the job. Note: This tag is only available to users who have permission to view and edit the salary range for requisitions. For users who do not have salary range

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permission, the tag is not visible in the tags pop-up.














JOB.REQUISITION.HIRING.MANAGER.LIST.TEXT User(s) listed as the Hiring

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Manager(s) for an OU (in text format).













PROFILE.USER.COUNTRY The candidate's country

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from their physical address.












TASK.DATE.ASSIGNED The date the task was assigned to the applicant.

Requisition Request EmailsThe following email tags are available for requisition request emails:



PENDING.REQUEST.LINK Displays link to pending Requisition Requests tab

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on the Manage Job Requisitions page. Note: This tag is only available for the Requisition Request Submitted email.

REQUESTER.FULL.NAME Displays the full name of the user who submitted the request in the following format [First Name Last Name].

REQUESTER.TITLE Displays the position associated with the user who submitted the request.

REQUEST.POSITION.NAME Displays the position selected for the requisition request.

REQUEST.RESPONSE Displays the response to the request, either Declined or Accepted. Note: This tag is only available for the Requisition Request Response email.

REQUEST.SUBMITTED.DATE Displays the date on which the request was submitted in [dd/mm/yyyy] format (unless defined differently for a different culture).

REQUISITION.REQUESTS.LINK Displays link to the Requisition Request page. Note: This tag is only available for the Requisition Request Response email.





RECIPIENT.POSITION Recipient's position.Review Applicant Daily Summary EmailThe following email tags are available for the Review Applicant Daily Summary email:





REVIEW.APPLICANT.SUMMARY Displays all applicants who have been moved into a status of the type Review for requisitions

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for which the recipient is defined as an applicant reviewer.

This tag must be included in the email in order for applicant reviewers to view the applicants who have been moved to the first instance of a status type of Review for a requisition.

Within the email, this tag provides the requisition display name and lists each applicant, who was moved to the first instance of the Review status type, below the display name. Applicants display in alphabetical order by last name.

Applicants are only included in the email if they were moved into a Review status type since the most recent time the email was triggered.

Requisition Approval from EmailApprovers can submit an approval decision for a job requisition or offer letter directly from the approval email when the APPROVE.DENY.LINK tag is included in the email. This tag is available for the following Recruiting and Offer Letter emails:

o Requisition Pending Approvalo Offer Letter Pending Approval

When included in an email, the tag displays links to approve or deny the requisition. The links display for all recipients of the email. If a recipient who is not an approver clicks the link, then a "Restricted Area" page opens, and the recipient is unable to access the page to submit an approval or denial.

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For portals using SSO, clicking Approve or Deny takes the approver to a submittal page. For portals without SSO and for users who are not within the organization's network, clicking the Approve or Deny links opens the portal's log-in page. Once logged in, the approver is taken to the submittal page.

From the submittal page, approvers can enter comments about their decision. There is no character limit for the Comments box. Comments are not required.

For the response to be recorded, the approver must click SUBMIT. This commits the decision to the approval workflow.

Once the approval has been recorded, and for any subsequent times a user clicks the Approve or Deny links, the user is taken directly to a page, after authentication, that displays a message indicating who submitted a response to the approval request and the decision that was recorded.

Note: There are no portal access points from the submittal page.

Forwarded EmailsIf the email is forwarded, the recipient is denied access to the submittal page. When the recipient clicks the Approve or Deny link, an access error page opens.

Cancelled Approval RequestIf the approval request is cancelled before the approver attempts to access the submittal page, then when the approver clicks the Approve or Deny link, a page opens that displays a message indicating that the approval request has been withdrawn. Note: SSO access is not available from this page.

Changing the Approval DecisionThe approval decision cannot be changed via the submittal page. For example, an approver clicks Approve from the email, and then submits their decision from the submittal page. Later, the approver decides not to approve the requisition and clicks the Deny link from the email. The approver is taken to a page that displays a message indicating who submitted a response to the approval request and the decision that was recorded.

Custom Recruiting TagsOnly Requisition Custom Fields (with tags) and Offer Letter Custom Fields are able to be used in an offer letter. The custom fields are added via tags, which can be viewed by clicking the Display a list of tags link when configuring the email. The custom fields tags that display in the tags pop-up are the fields for which the administrator meets the availability criteria. If the user does not have availability to see the custom field, the tag is hidden in the View Tags pop-up.

Custom fields cannot be used in the following Recruiting emails:

o Job Alerto New Profile Creationo Review Applicant Daily Summaryo Today’s Scheduled Interviews

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PASSWORD.RESET.URL TagThe PASSWORD.RESET.URL email tag can be added to the following Recruitment emails:

o Agency Submission Confirmationo Applicant Status Changeo Invitation to Applyo Submission Accepted as Applicant

When included in the above emails, the PASSWORD.RESET.URL tag provides applicants with a link to reset their password for the career site. When applicants click the link in the email, applicants are taken to the reset password page. Applicants enter their new password, click SUBMIT, and are then taken to their My Profile page in the career site.

Which Email Tags Support SSO Functionality?Review this article for the most up-to-date list of email tags that support SSO functionality:

https://csod-external.force.com/supportcentral/s/article/Which-Email-Tags-Support-SSO-Functionality

Frequently Asked QuestionsIs it possible to modify the behavior of an email tag?No, it is not possible to modify how an email tag functions when included in an email.

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Email Triggers

Below is a list of the email triggers that are currently available. You can set-up multiple types of emails for each one and enable or disable the emails as you wish.

Billing Emails

EMAIL NAME EMAIL DESCRIPTION ACTION TYPE

Order Status Adjusted

This email is triggered when a user's order status is changed. This email can be sent to a specific user, position, Purchaser, or Order Status Adjuster.

Billing

Pending Payment Notification

This email is triggered when a user checks out using the Send Bill functionality and is subject to the Pending Payment status. This alerts them that they are in Pending Payment status. This email can be sent to a specific user, position, or the Purchaser. Note: This email trigger does not fire for Training Unit purchases.

Billing

Shopping Cart Purchase

This email is triggered when a shopping cart purchase is made. This email can be sent to the shopping cart owner or the purchase actor.

Billing

Transaction Price Adjusted

This email is triggered when a transaction price is adjusted by an administrator. This email can be sent to a specific user, the Purchaser, or Price Adjustor.

Billing

Transaction Price Refunded

This email is triggered when a transaction price is refunded and a course is removed from a transcript by an administrator. This email can be sent to a specific user, the Purchaser, or Refunding Administrator.

Billing

Unpurchased Items in Shopping Cart

This email is triggered when a user adds at least one item to their shopping cart. When the email is triggered, any existing items in the shopping cart that can no longer be purchased are removed. The email can be sent to Shopping Cart Owner or a specific user. This email can be configured as a Reminder

Billing

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type email. This email is active by default and can be found in the Billing action type section of Email Administration.

Users may receive this email multiple times, depending on the configuration in Email Administration. For example, the administrator configures two emails, one that triggers three days after the user adds an item to their cart without purchasing the item, and another email that triggers seven days after the unpurchased item is added to the cart.

This email trigger is reset each time the shopping cart is emptied or when a purchase is complete.

Use Case: Use this email to remind users that there are unpurchased items in their shopping cart.

Note: The email is not triggered if all of the unpurchased training in the shopping cart is expired.

Certification EmailsAll certification emails can be sent to the certification candidate, certification candidate manager, or certification owner.


Approve Certification This email is triggered when a user's request for certification is approved.

Certification

Assigned Certification

This email is triggered when a user is assigned a certification; the certification still requires registration and approval.

Certification

Certification Credits Adjusted

This email is triggered when an administrator manually adjusts a user's credits that are applied to a certification from the Certification Report page.

Certification

Certification Credits Received

This email is triggered when a user receives credit for completing a training item that is applied to a certification. If the learning object applies to multiple certifications, only one email is fired.

Certification

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Certification Due Date Adjusted

This email is triggered when a certification due date is changed. This email can be sent to the Certification Candidate, Certification Candidate Manager, or Certification Owner. If the new certification due date is after the time the Certification Period Due email is scheduled to be sent, the Certification Due Date Adjusted email is not triggered.

Certification

Certification External Training Credit Applied

This email is triggered when credit from external training is approved and applied to the certification.

Certification

Certification External Training Credit Denied

This email is triggered when a request to apply external training to a certification is denied. This email is active by default. This email can be configured as a confirmation, notification, or reminder type email. The email can be sent to Certification Candidate, Certification Candidate Manager, Certification Owner, or a specific user.

Use Case: Upon reviewing a user's request to apply external training from a local university to the Customer Service Certification, the certification approver denies the request. The user is notified by email that the request is denied.

Certification

Certification External Training Credit Submission Confirmation

This email is triggered when a user submits external training for certification credit.

Certification

Certification On Hold Administrators can configure an email notification to automatically send to users when their certification is placed in an On Hold status using the Certification On Hold email trigger. The existing tags for Certification emails are available with the Certification On Hold email trigger.

Certification

Certification Period Begin Reminder

This reminder email is triggered when a certification period begins.

Certification

Certification Period Completion

This email is triggered when a user has successfully completed all requirements for a certification period.

Certification

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Notification

Certification Period Expiration

This email is triggered as a reminder that the certification period expiration is approaching.

Certification

Certification Period Overdue Notification

This email is triggered when a user has not completed the certification requirements by the due date. If all requirements are complete, this email is not triggered.

Certification

Certification Reversioned

This email is triggered when a user has been moved to a new version of a certification.

Certification

Certification Revoked This email can be configured to be triggered when a user's certification status is set to Revoked. This email can be configured as a confirmation, notification, or reminder. When configured as a confirmation or notification, the email is triggered immediately after a certification is revoked. When configured as a reminder, the email is triggered on the defined date relative to the certification being revoked as long as the status of the user's certification is still Revoked. The available recipients in the Send To and CC fields are Certification Candidate, Certification Candidate's Manager, and Certification Owner.

Certification

Deny Certification This email is triggered when a user's request for certification is denied.

Certification

Enrolled in Certification

This email is triggered when a user becomes enrolled in a certification via assignment or proxy enrollment. This email is triggered for the initial enrollment, but is not triggered for renewal periods.

Certification

Remove Certification This email is triggered when an administrator removes a certification from a user's transcript.

Certification

Request Certification This email is triggered when a user submits a request for certification.

Certification

Collaborative Learning Emails

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Assign Cohort This email is triggered when a cohort learning object (LO) is assigned to a user. This email can be sent as a notification to Next approver if training request is pending, Assignor of the training, Cost center approver, Cost center owner, Cohort Instructor, Cohort Training Contact, User's manager, Student, User's Approver, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.

Collaborative Learning

Cohort Changed This email is triggered when the cohort Start Date, End Date, Instructor, or Structure is modified and the cohort has at least one enrolled user. This email can be sent as a notification to the Cohort Instructor, Student, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Cohort End Date This email is triggered at a certain time before or after the end date of a cohort learning object (LO). All instances of this email are added to the email queue when the cohort is created. Any email triggers that are configured to be sent before the cohort end date are only sent if the email trigger is configured before the cohort is created. If the cohort end date is modified, then all queued emails are updated to reflect the new start date. This email can be sent as a notification, confirmation, or reminder to Cohort Instructor, Cohort Training Contact, Student, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Cohort Start Date This email is triggered at a certain time before or after the start date of a cohort learning object (LO). All instances of this email are added to the email queue when the cohort is created. Any email triggers that are configured to be sent before the cohort start date are only sent if the email trigger is configured before the cohort is created. If the cohort start date is modified, then all queued emails are updated to


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reflect the new start date. This email can be sent as a notification, confirmation, or reminder to Cohort Instructor, Cohort Training Contact, Student, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.

Register Cohort This email is triggered when a user registers for a cohort learning object (LO). This email can be sent as a notification to Assignor of the training, Cost center approver, Cost center owner, Cohort Instructor, Cohort Training Contact, User's manager, Student, User's Approver, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Request Cohort This email is triggered when a user requests a cohort learning object (LO). This email can be sent as a notification to Next approver if training request is pending, Cost center approver, Cost center owner, Cohort Instructor, Cohort Training Contact, User's manager, Student, Training Owner, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Video Comment - New

This email is triggered when a new comment is added to a collaborative learning video. This email can be sent as a notification to Cohort Instructor, Video Comment Author, Video Comment Author's Manager, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Video Comment - Reply

This email is triggered when an instructor replies to a comment that was added to a collaborative learning video. This email can be sent as a notification to the Video Comment Author, Video Comment Author's Manager, or a specific user.


Compensation Management Emails


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Compensation Overall Task Completion

This email is triggered when the entire compensation task is completed for all assigned user.

Compensation

Compensation Task Approval Denied

This email is triggered when a compensation task is denied by the approver. This email is sent to the Compensation Manager.

Compensation

Compensation Task Assigned

User is assigned to a compensation task Compensation

Compensation Task Completion

This email is triggered when a compensation task is completed for a user, including all approvals.

Compensation

Compensation Task Due: Assignee

Compensation task is due for Assignee Compensation

Compensation Task Due: Task Approver

Compensation task is due for Task Approver. This trigger allows administrators to include the task assignee as a tag in the subject and body of the emails. This enables approvers who receive the emails to easily identify whose compensation task requires approval.

The task assignee tag (ASSIGNEE.NAME) is only available for use in the subject and body of the affected emails. This tag displays the full name of the user who is assigned the task.

Compensation

Compensation Task Edited

This email notifies compensation managers (or other task assignees) that their submitted compensation plan has been edited by an approver during the approval workflow. The following actions trigger the email:

o An approver edits any component in the compensation plan during the approval workflow and saves the plan.

o The approver edits any component in the compensation plan during the approval workflow and subsequently approves or denies the plan.

Compensation

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Compensation Task Request Approval

Users requests approval for compensation task. This trigger allows administrators to include the task assignee as a tag in the subject and body of the emails. This enables approvers who receive the emails to easily identify whose compensation task requires approval.


Compensation

Compensation Task Reset

This email is triggered when a compensation task is reset by the administrator. This email is also triggered when a compensation task resets because the compensation manager is changed for a user.

Compensation

Connect (Old Connect) EmailsNote: Email links in Connect-related emails link to postings for portals that use Single Sign On (SSO). When users click the link in the email, the user is taken directly to the linked posting.


Comment Added - Subscribed Posting

Notify a posting subscriber that a comment has been added to the posting. Posting types where a comment or response is added include types, File, URL, Q&A, Suggestions, Forum, Blog entry, Webcast episode and Podcast episode.

Connect

Comment/Response Added to Posting

Notify a posting author that a comment has been added to the posting. Posting types where a comment or response is added include types, File, URL, Q&A, Suggestions, Forum, Blog entry, Webcast episode and Podcast episode. If a comment was made to the second author's posting in a blog, the email notification will go Author #2, not the author who created the first blog posting (Author 1).

Connect

Connect Posting Approval Request

User has added a posting which requires approval Connect

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Connection Request A user has requested a connection Connect

New Connect Profile Comment Posted

Notify user that a comment has been posted to their Connect Profile. The email will contain text from Comment left on Profile.

Connect

New Posting Added - Subscribed Author

New posting has been added by your subscribed author

Connect

New Posting Added - Subscribed Topic

New posting has been added in a subscribed topic Connect

New Posting added to Blog/Podcast/Webcast

Notify users who are subscribed to a Blog, Podcast or Webcast, that a new posting has been added.

Connect

Posting Has Been Modified

Notify users who are subscribed to the posting, that the posting has been modified. All Posting types are recognized for this email trigger.

Connect

Question Answered Expert has answered a question in Connect Connect

Question Asked in Area of Expertise

User has posted a question in Connect Connect

Default Password Administration Emails


Default Password Email Reminder Template

This email trigger can be used as a reminder when the default password is nearing expiration. This email is triggered a certain number of days before the default password expires. Administrators can configure when the email is triggered in relation to the default password expiration date. The emails are queued when the default password is set, so it is important to configure this email trigger prior to setting the default password. This email can be configured as a Reminder type email. This email can be sent to a specific administrator user.

Default Password Administration

Employee Onboarding Emails

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Employee Onboarding Cancelled

This email is triggered when Onboarding is cancelled. The email can be sent to Onboarding User, User's Approver, User's Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Employee Onboarding

Employee Onboarding Started

This email is triggered when Onboarding is started and when emails are configured for the given employee onboarding process. The email can be sent to Onboarding User, User's Approver, User's Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Employee Onboarding

Integration Task Assigned

This email is triggered when a user is assigned an onboarding task. This email can be sent to Assignee or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Use Case: Use this trigger to notify recipients that an integration task has been assigned.

Employee Onboarding

Integration Task Completed

This email is triggered when an integration task is completed. The email can be sent to Onboarding User, User's Approver, User's Future Manager, User's Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Administration.

Use Case: Use this trigger to notify recipients that an integration task has been completed.

Employee Onboarding

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Onboarding Form Assigned

This email is triggered when an onboarding form is assigned to a user through an onboarding workflow. The email can be sent to Form Assignee, User's Future Manager, or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Use Case: Use this email to notify or remind a user that they have been assigned an onboarding form as part of an onboarding workflow.

Employee Onboarding

Onboarding Form Completed

This email is triggered when an onboarding form is completed by a user. The email can be sent to Form Assignee, Form Assignee Manager, User's Future Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Use Case: Use this email to notify a user that they have been assigned an onboarding form as part of an onboarding workflow.

Employee Onboarding

W-4 Forms Pending This email is triggered when a Forms Pending status is received from CIC Plus. The status is received when there are still pending W-4 forms for a user to complete after they have completed at least one W-4 form on the Paperless Employee website. The email can be sent to Onboarding User, User's Approver, User's Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Administration.

Use Case: This trigger notifies users that they have pending W-4 forms to complete.

Employee Onboarding

Form Management Emails


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Form Approval Completed

This email is triggered when a form request is completed (approved or denied) by the approver. The email can be sent to Form Responder, Request Recipient, or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default.

Note: The form responder is the user who submitted the form.

Note: The form approval request is considered completed when the form is either approved or denied. If the form is denied and returned, the form is not considered completed.

Use Case: This trigger notifies the form responder (user who submitted the form) and approvers that the form approval request is completed.

Form Management

Form Approval Required

This email is triggered when a form request is assigned to an approver. The email can be sent to Request Recipient or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Form Management action type section of Email Administration.

Use Case: This trigger notifies approvers that they have a pending form approval request to complete.

Form Management

Form Assigned This email is triggered when a form is assigned to a user. The email can be sent to Form Assignee or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Form Management action type section of Email Management.

Use Case: Use this email to send notifications and reminders to users when forms are assigned.

Form Management

Form Completed This email is triggered when a form that is associated with a form task is completed. This email is not triggered if the form is not associated with a form task. The email can be sent to Form Assignee, Form

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Assignee Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Form Management action type section of Email Management.

Use Case: Use this email to send notifications to users when form tasks are completed.

Self-Service Form Submitted

This email is triggered when a self-service form is submitted for the given form. The email can be sent to Approver, Form Respondent, Manager, or a specific user. When a form is submitted via proxy, this email is not sent to the proxy user. This email can be configured as a Notification type email. This email is active by default and can be found in the Form Management action type section of Email Management.

Use Case: Use this email to send notifications when self-service forms are submitted.

Form Management

ILT Administration Emails


Advanced Registration Closed

Advanced registration expires ILT Administration

Advanced Registration Open

Advanced registration is open for interested users ILT Administration

Cancel Session ILT Session is cancelled. This email will only fire for current/upcoming sessions and will not fire if the session dates were in the past when the session was cancelled.

The REASON.CANCEL.SESSION tag is available for the Cancel Session email so that the reason entered by the administrators when the session was cancelled can be included in the email. This tag will display the reason selected in the drop-down by the

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administrator who cancelled the session.

Deny Facility Request

When a Facility/Location is requested for an Event/Session, a Facility Details window appears. Within this window is a Confirmation Required column with a selection box to require the location to be confirmed before the Session is approved. This email will fire to the selected recipients when the Event/Session is requested, followed by a denial from the administrator at the Facilities & Resources/View Facilities Requests function.

ILT Administration

Deny Instructor's Request

Instructor denied request for a Session ILT Administration

Deny Resource Request

In the Facilities & Resources/View Resource Requests functions, an administrator can view and respond to all Resource Requests. This email will fire once a Request is Denied.

ILT Administration

Grant Facility Request

When a Facility/Location is requested for an Event/Session, a Facility Details window appears. Within this window is a Confirmation Required column with a selection box to require the location to be confirmed before the Session is approved. This email will fire to the selected recipients when the Event/Session is requested, followed by approval from the administrator at the Facilities & Resources/View Facilities Requests function.

ILT Administration

Grant Instructor's Request

Instructor grants request for a Session ILT Administration

Grant Resource Request

In the Facilities & Resources/View Resource Requests functions, an administrator can view and respond to all Resource Requests. This email will fire once a Request is Granted.

ILT Administration

ILT Session becomes Available

Session is approved and available for enrollment. If this email is created with a Send To of "Interested

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users," it will trigger an email to users on the Interest Tracking list if the users are included in the session availability criteria for the session when that session is created.

n

ILT Session Marked as Completed

Instructor marked Session as completed ILT Administration

Prerequisite is Due Prerequisite is due for a Session ILT Administration

Registration Deadline

ILT Session registration deadline ILT Administration

Request Facility Within the Session Schedule set-up, it is required to Request a Facility/Location for a Session. This email is fired upon request.

ILT Administration

Request Instructor This email is triggered when an instructor is requested (added or updated) for a session. This email is only triggered if confirmation is required for the instructor to be approved. This setting is configured when defining a part for a session.

ILT Administration

Request Resource In the Facilities & Resources/View Facilities Requests functions, Resources (projectors, chairs, etc.) can be applied to each Facility. Once Resources are set-up, they can be applied to a Session when creating/editing an Event/Session. When editing or creating a Resource, there is a box for an Approval Required selection. If this is selected, this email will fire to recipients such as the Resource owner or Session Contact for approval upon request.

ILT Administration

Request Webcast Instructor

Request Webcast instructor for a Session ILT Administration

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Session Changed The Session Changed email is triggered if the following Session fields were changed: Advanced Registration Settings, Instructor, Location, No Show Penalty, Pre-work/Post-work/Prerequisite Details, Session Charge Date, Start or End Dates and Times, and Waitlist Deadlines.

Note: Session Changed emails will only fire when the change is made before or on the session's Start Date. If a change is made after the session Start Date, the Session Changed email will not fire.

Note: Session Changed emails trigger only if the start date of a session is a future date. This logic applies for both single part and multi part sessions.

A COMMENT email tag appears as an option for this email. This tag will display the comments entered by the session administrator or instructor when the changes for this session were saved.

ILT Administration

Session End Date ILT Session end date ILT Administration

Session Post-work Due Date

This email is triggered by the due date of the session post-work. The email is sent to all users indicated in the email regardless of post-work completion status. For this email trigger, there is an option to indicate which parent the pre-work/post-work email is generating from.

o A separate email is fired for each individual post-work item.

o POSTWORK.TITLE is available to reference the title of the training item that is due. With this tag, administrators can create emails notifying the users of the courses that are due and the Sessions that they are associated with.

ILT Administration

Session Pre-work Due Date

This email is sent to a student a specified number of days prior to the start of an ILT session if they have not yet completed the session's pre-work assignments. If all pre-work is completed by the

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student prior to the trigger date for the reminder, the email is not sent to that student. If one or more pre-work assignments are not yet complete, however, the email reminder fires to the student. For this email trigger, there is an option to indicate from which parent the pre-work/post-work email is generating.

o A separate email is fired for each individual pre-work item.

o The PREWORK.TITLE tag is available to reference the title of the training item that is due. With this tags, administrators can create emails notifying the users of the courses that are due and the Sessions that they are associated with.

Session Start Date ILT Session start date.

Use Case: Use this trigger to remind users of the start date for a session for which they are registered. If configuring the Session Start Date email as a reminder, select "Reminder" in the Type field drop-down. Then, determine when the email should be sent by configuring the number of days/hours to send the email before the session's start date. Also, in the Send To field, be sure to send the email to "Registered Students."

The WITHDRAW.SESSION.LINK email tag can be added to Session Start Date emails via Email Administration. When learners receive an email using this tag, they will see a link instead of a tag. Clicking this link navigates them to the Cancel Registration page for the selected event.

ILT Administration

Instructor Led Training Emails


Approve ILT Session Approval settings can be set within the Event/Session or within the user details page. If approval is required, the requested training will remain in pending approval status until the approver approves, defers, or denies the request. This email is fired when an Approver approves a request for an ILT session. This email can

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be used to notify the student that the request has been approved or to notify a particular approver in the approval workflow (e.g., Cost center approver or User's manager).

Assign ILT Session This email trigger will fire when a manager assigns an ILT session to users or an administrator uses a learning assignment to assign an ILT session to users.


Cancel Registration (with withdrawal penalty)

In the Event/Session Details step, there is a Penalty for Withdrawal column. There is an Add Withdrawal Penalty link that opens up text boxes to apply a percentage or dollar amount, and the amount of days prior to the Session date when the user cancels, where these would be applied. Once a user withdraws from a Session, the selected recipients will receive this email, and the withdrawal penalty is applied.


Cancel Registration (without withdrawal penalty)

In the Event/Session Details step, there is a Penalty for Withdrawal column. If the Add Withdrawal Penalty is not selected, and the user withdraws from a Session, the selected recipients will receive this email stating that no withdrawal penalty has been applied.


Deny Exception Request

Once a user has submitted a Grant Exception Request, they will remain in Exception Requested status until an administrator makes the decision to grant or deny the request. Once the ILT administrator denies the user's request, this email will fire to the selected recipients.


Deny Waitlist Request

Once a user has submitted a Waitlist Request, they will remain in Waitlisted status until an administrator makes the decision to grant or deny the request. If the ILT administrator denies the user's request to attend a Session, this email will be triggered.


Exception Request An Exception Request is created when a user submits a request for an Event/Session in which the prerequisites are not met, or the Event/Session is not available to the user. When this type of request is


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submitted, the selected recipients will receive this email. Note: Within the Availability step when editing or creating an Event/Session, there is the option to not allow users to request this Session by Exception Request.

Grant Exception Request

Once a user has submitted a Grant Exception Request, they will remain in Exception Requested status until an administrator makes the decision to grant or deny the request. Once the ILT administrator grants the user's request, this email will fire to the selected recipients.


Grant Waitlist Request

Once a user has submitted a Waitlist Request, they will remain in Waitlisted status until an administrator makes the decision to grant or deny the request. If the ILT administrator grants a user's request to attend a session, this email will be triggered.


ILT Session Marked as Complete

This email can be used to notify users that an ILT session has been marked complete.


ILT Session Register Once a user registers for an ILT session, this email can be sent to the student, approvers, assignors, instructors, and anyone else who would need information about the registered session. This email will not be triggered after the session start date, regardless of the session end date.

This email does not include Accept or Deny options when it is sent as a calendar invitation because this email does not interact with the Cornerstone system. It is designed to only allow recipients to save the session to their calendar.


ILT Session Seats Available

The ILT Seats Available is sent to users when session seats are available when the following are true:

o The Allow Auto Management of Waitlist option is turned off for the session.

o The waitlist deadline is before the registration deadline, and the registration deadline has not yet


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passed.

ILT Session Substitution

This email is fired to selected recipients when a user is withdrawn from an ILT Session, and another user has been registered as a replacement.


Request ILT Session This email trigger will fire when a user submits a request for an ILT session. This trigger can also be set up to keep session instructors, administrators, and session contacts informed with the details of the session.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve, Deny, and Defer deep links within the body of the email. Note: The Defer option is only available when enabled in the portal.

o When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the organization is using single sign on (SSO). The approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.

o If the approver does not have permission to approve, deny, or defer the training, the approver is directed to an Access Denied page.




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Session Transcript Status Changed by Roster Submission

This Event is fired for each user separately by the instructor submitting the roster. This Event will only be fired for users whose Session transcript statuses have changed. For required evaluations attached to ILT sessions, you can configure this email trigger to automatically notify users as soon as the roster is updated and the session marked complete.

In this trigger, you can set a condition so that the email is only triggered when the student's status is changed to a specific status. For example, you can set the condition in the following syntax:


If the PENDINGEVALUATION status is used, then as soon as a user's attendance is updated on the roster and session marked complete, the user's transcript status changes to Pending Evaluation, (if the evaluation is marked as required) and this causes the email to fire to the user.


Waitlist Acceptance Deadline

Within the Session Details is a column called Waitlist Deadlines. In this column, the admin can set up a waitlist acceptance deadline within days and hours of the Session start time, purpose being to place an expiration time for the waitlist before the Session starts. This email will fire to let the user know a seat will not become available in the requested Session.


Waitlist Expires This email is triggered when a waitlist expires before the session start date.


Waitlist Request When sessions are set up, there is minimum and Instructor

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maximum registration which refers to the amount of seats available. When all seats have been filled, and the session is full, a user is asked if they would like to make a request to be placed into a waitlist. This does not guarantee a seat, but simply allows them to submit the request in case a seat becomes available. The Waitlist Request email will fire to approvers, managers, etc. when the user makes this request.

Led Training

Withdraw from Waitlist

This email is fired to selected recipients when a user withdraws from a Session waitlist.


Knowledge Management (Old) Emails


Knowledge Bank Posting Request

Management User has added a Knowledge Bank posting which requires approval

Knowledge Management

Question Answered Expert has answered a Knowledge Bank question Knowledge Management


User has posted a question in the Knowledge Bank Knowledge Management

License Management Emails


License Added New batch of licenses added. License Management

License Expiration Occurs when a batch of licenses is going to expire. License Management

NASD Emails


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FINRA Registration Email

Notify the user of FINRA Registration. NASD

FINRA User Ref Email

Notify the user of FINRA User Ref Number. NASD

New Connect Emails


Assigned Connect Task

This email is triggered when a member of a Connect team is assigned a task within the team. This email can be sent as a notification to Task Assignee, Task Leader, Team Lead, or a specific user. Note: This email may be triggered when a Connect task is created or edited. When editing a task, the email is not triggered unless the task assignee is modified.

New Connect

Connect Team Feed User Update

This email is triggered when a member of a Connect team posts a user update to the Team Feed. This email can be sent as a notification to Team Members, Team Lead, or a specific user. Note: This email is triggered when a parent post is created, whether it is posted directly from the Team Feed page or through the Live Feed page. Any attached files or links from the user update do not display in the email.

New Connect

Connect Team Invitation

This email is triggered when a user receives an invitation to a Connect team. This email can be sent as a notification to Invitation Recipient or a specific user.

New Connect

Joined Community This email is triggered when a user becomes a member of a community. This email can be sent as a notification to New Member, Community Moderator, or a specific user. Note: For invitation only communities, this email is triggered when the user joins the community. For automatic enrollment communities, this email is triggered when the community settings are saved with the user being added to the availability criteria.

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Knowledge Bank/Communities New Completed Suggestion

This email is triggered when a suggestion posting is marked as Completed in the Knowledge Bank or a community. This also applies when a posting is marked as Completed, then unmarked as Completed, and then marked as Completed again. This email can be sent as a notification to Posting Creator, Community Moderator, or a specific user.

New Connect

Knowledge Bank/Communities New Featured Posting

This email is triggered when a posting is marked as featured in the Knowledge Bank or a community. This email can be sent as a notification to Posting Creator, Community Moderator, Community Members, or a specific user. Note: This email is triggered any time a posting is marked as featured, even if the posting was unmarked and then remarked as featured. A recipient must match the following criteria to receive the email:

o User is within the availability criteria for the corresponding posting's parent topic.

o User is within the constraints of the posting's parent topic's creator constraints.

o User is a member of one of the communities with which the topic is shared.

New Connect

Knowledge Bank/Communities New Posting Created

This email is triggered when a new Knowledge Bank or community posting is created. This email can be sent as a notification to Community Moderator, Community Members, Follower, or a specific user. A recipient must match the following criteria to receive the email:




New Connect

Knowledge Bank/Communities

This email is triggered when a Q&A posting is marked as Answered in the Knowledge Bank or a community.

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Question Answered This also applies when a posting is marked as Answered, then unmarked as Answered, and then marked as Answered again. This email can be sent as a notification to Community Moderator, Posting Creator, or a specific user.

Knowledge Bank/Communities Question Asked

This email is triggered when a Q&A posting is created in the Knowledge Bank or a community. This email can be sent as a notification to Expert, Community Moderator, or a specific user.

New Connect

Knowledge Bank/Communities Reply

This email is triggered when a user replies to a posting in the Knowledge Bank or a community. This email can be sent as a notification to Author, Community Moderator, Community Members, Follower, or a specific user. If the reply is added directly to the posting, then Author refers to the posting creator. If the reply is added to another reply, then Author refers to the posting creator and the author of the original reply. Note: This email is triggered even if the same user makes multiple replies to the same posting.

New Connect

New Connection Request

This email is triggered when a user receives a connection request. This email can be sent as a notification to Request Recipient or a specific user. Note: This email is only triggered for connections within New Connect, not Old Connect.

New Connect

Observation Checklist Emails


Checklist Approval Denied

This email can be configured as a notification. When configured as a notification, the email is triggered immediately after a checklist changes from Pending Completion Approval status to Denied status. The available recipients in the Send To and CC fields are User's Manager, Checklist Verifier, or Assessee.

Observation Checklist

Observation Checklist Assigned

This email is triggered when an observation checklist task is assigned.


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Observation Checklist Changed

This email is triggered when the competency model of an observation checklist has changed.


Observation Checklist Completed

This email is triggered when an observation checklist is completed.


Observation Checklist Due

This email is triggered as a reminder when an observation checklist's due date is approaching.


Observation Checklist Pending Completion Approval

This email can be configured as a notification. When configured as a notification, the email is triggered immediately after a checklist changes from In Progress status to Pending Completion Approval status. The available recipients in the Send To and CC fields are User's Manager, Checklist Verifier, or Assessee.


Observation Checklist Removed

This email is triggered when an observation checklist is removed for a user.


Other Emails


Copy Down Scheduled

A copy down completely copies your database from one environment to another. The Copy Down Scheduled email is triggered when a copy down is scheduled in the environment in which the email is enabled. This email must be configured and enabled in each environment in which an organization wants to receive notifications when copy downs are scheduled. For example, if a copy down is scheduled in Pilot from Production, the email is only triggered if the email is configured in Pilot. This email trigger ignores deadbox settings.

The following tags are available for this email trigger:

o DESTINATION.ENVIRONMENTo PORTAL.NAMEo RECIPIENT.FIRST.NAMEo RECIPIENT.LAST.NAMEo REQUESTOR.EMAILo SCHEDULE.DATETIME

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o SOURCE.ENVIRONMENT

It is highly recommended that the portal name, source environment, and destination environment email tags are included in the email body to ensure it is clear which portals and environments are being impacted by the copy down.

Login Message Email This email is triggered when a recipient clicks an Action button that is configured in a login message to send an email to the recipient. The Login Message Email can only be added to login messages, which are configured in Login Message Preferences.

Other

Recurring Billing Processor Event

This email is triggered when a user renews a subscription from the transcript page or when a manager assigns a curriculum extension to a user through inventory. This email can be sent to a specific user or the person in the Purchaser role. The user's manager can be copied on the email.

Other

Performance Management Emails


Assessment Task Completion

This email is triggered when the entire assessment task is complete, regardless of the task due date. This email can be sent to the assessee or a specific user.

Performance Management

Assessment Task Due Date

Occurs when assessment task is due Performance Management

Assessor Assessment Task Assigned

This is triggered when a user is selected as an assessor for a competency assessment task. This email is triggered when an assessor is selected during the task configuration, when assessors are selected by a reviewee from within the competency assessment (when approval is not required), and when a selected assessor needing approval is approved. This email can be sent as a confirmation,


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notification, or a reminder to Assessor(s) or a specific user.

Check-In Created This email is triggered when a new Check-In series is created. This email can be sent to Check-Ins participants, Check-In creators, or a specific user.


Development Plan Approval Denied

This email is triggered when a development plan approval request is denied. The user receives the email stating that their Development Plan Approval Request is denied.


Development Plan Approval Granted

This email is triggered when a user's development plan is approved. This email is sent to the user who submitted the plan.


Development Plan Approval Requested

This email is triggered when a development plan that requires approval has been submitted. The user in the approver role receives the email stating that a new development plan now exists in their list of development plans to approve. If the "Plans must be approved by" preference is not selected, this email is not triggered.


Development Plan Assigned

This email is triggered when a development plan has been created by anyone other than the user. The user receives the email stating that a new development plan now exists in their list of development plans.


Development Plan Cancellation Approval Requested

This email is triggered when a user attempts to cancel a development plan that has been approved and approval/cancellation approval is required. The approval setting is configurable by OU on the Development Plan Preferences page.

This email is sent to the user in the approver role. If no approver exists, the development plan is automatically cancelled and no email is sent. If the "Plans must be approved by" preference is not selected, this email does not fire.


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Development Plan Comment Added

This email is triggered when a comment is added to a user's development plan. This includes a comment added to the plan, a comment added to an objective, or when any comment receives a reply. This email is not triggered when the designated email recipient is the user who added the comment. For example, if the triggers is configured to send to the approver and the approver adds a comment to the plan, then this email is not triggered since the intended recipient is the one who added the comment. This email is available within the Performance Management action type, and it can be sent as a Notification to Dev Plan Approver or Dev Plan User.


o DEVPLAN.APPROVER.FIRST.NAME - This displays the development plan approver's first name.

o DEVPLAN.APPROVER.LAST.NAME - This displays the development plan approver's last name.

o DEVPLAN.TITLE - This displays the development plan title.

o DEVPLAN.LINK - This displays a link to access the development plan.

o DEVPLAN.USER.FIRST.NAME - This displays the development plan user's first name.

o DEVPLAN.USER.LAST.NAME - This displays the development plan user's last name.

o USER.FIRST.NAME - This displays the recipient's first name.

o USER.LAST.NAME - This displays the recipient's last name.


Development Plan Due Date Approaching

This email is triggered when a development plan is due. The user receives the email stating that they have a Development Plan due date approaching. Reminder emails can be set similar to other reminder emails.


Development Plan This email is triggered when a development plan item Performanc

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Item Due Date Approaching

(either an action step or training item) is coming due. The user receives the email stating that they have a Development Plan item due date approaching. Reminder emails can be set similar to other reminder emails.

e Management

External Reviewer Added

This email is triggered when an external user is added to a performance review.

The available recipients are Reviewee, Reviewer Selector (the reviewer who added the external reviewer), and External Reviewer (the external reviewer that was added to trigger the email).


External User Assessment Task Assigned

This email is triggered when an external user is assigned as an assessor for a competency assessment task, and this may occur when an assessor is selected during the task configuration, when assessors are selected by a reviewee from within the competency assessment (when approval is not required), and when a selected assessor needing approval is approved. This email can be sent to Assessor(s) or a specific user.

Note: If this trigger is configured as a reminder, it acts as a reminder that the task is assigned. It DOES NOT act as a task due date reminder.


Goal Approved This email is triggered when a user submits a goal or requests to cancel a goal and the request is approved by the approver.


Goal Assigned to You

This email is triggered when a goal is created and assigned to a user by anyone other than that user (i.e., this email is not triggered if you create a goal for yourself). The goal owner or goal owner's manager will receive an email stating that a new goal now exists in their list of goals.

The email can contain a link to the Goals page.


Goal Cancelled This email is triggered when a goal is cancelled by Performanc

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someone other than the goal owner. The email can be sent to either the goal owner or the goal owner's manager. If the goal owner cancels their own goal, the email is not triggered.

o The Goal Cancelled email does not fire to the user who initiated the goal cancellation or a user that approved the cancellation. For example, if the goal owner's manager is set as a recipient of this email, they do not receive the email if they cancel the goal of their subordinate.

e Management

Goal Denied This email is triggered when a user submits a goal or requests to cancel a goal and the request is denied by the approver.


Goal Modification This email is sent to the goal owner when their goal is modified by another user (e.g., manager, indirect manager). If the goal owner modifies their own goal, the email is not triggered. If only the goal comments or goal attachments are modified, the email is not triggered.


Peer Approval Request

This email is triggered when a subordinate creates a peer. This email can be configured as a Notification or Reminder type email to alert the recipient that a approval has been requested for a peer. This email can be sent to User or User's Manager.


Performance Review Co-Planner Added

This email is triggered when a co-planner is added to a performance review from within the performance review task by the reviewer. Note: This email is ONLY triggered if a co-planner is added by the reviewee/reviewer from within the task (if the task is configured to allow reviewers to add co-planners), and this email is not triggered if a co-planner is added via Task Administration.

The available recipients are Reviewee, Reviewer (the reviewer who added the co-planner), and Co-Planners. Selecting Co-Planners triggers a separate email to all users who are named as co-planners for


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the task.

Performance Review Reviewer Commented

This email is triggered when a reviewer adds a comment as part of a discussion thread within an off-cycle performance review. Discussions cannot be part of a standard performance review task.

The available recipients are Reviewee, Reviewer (the commenting reviewer), and Comment Recipients. Selecting Comment Recipients triggers a separate email to all users who have visibility to the comment. For example, a private comment only triggers emails to the reviewee or the person to which the reviewee is replying. A public comment triggers emails to the reviewee and all reviewers.


Performance Review Reviewer Declined

This email is triggered when a reviewer declines a review.

The available recipients are Reviewee, Reviewer (the declining reviewer), and Review Selector (the user that selects the reviewers.


Performance Review Step Assigned

Performance review of a specific user assigned. This email is triggered when the task step is available for that user to review, which may be triggered by the employee hire date, the previous reviewer submitting the review, or the task assignment date. Note: When customizing this email for a self-review step, this email cannot be sent to "Reviewer" because the system considers this user the reviewee.

Reviewee will not receive any step email other than the self step and Similarly, a reviewer cannot receive any email for a Reviewee step.

This email trigger can be sent to external users. If the REVIEW.LINK tag is used in the trigger and is sent to an external reviewer, then the link takes external reviewers to an external review page that requires no login or validation. See External Reviewers for additional information.


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Performance Review Step Completed

Review Step Completed The Performance Review Step Completed email is only sent to other reviewers in the same sequence (if there is any). It is not designed to send email to own reviewer or the person (self) who is completing the review.



Performance Review Step Due Date

This email is triggered when a performance review task is due. If this email is sent to the recipient group "Reviewer" then only the users that have received performance reviews will receive the email. This email is conditional so that it only includes the users who are in progress or have not started. Note: When customizing this email for a self-review step, this email cannot be sent to "Reviewer" because the system considers this user the reviewee.

This email can be set up as a reminder to go out before the due date. The reminder will not be sent to reviewers that have already completed the review.

The due date for performance review tasks is defined for each reviewer group on step 2 of creating a performance review task. This date is not necessarily the same as the task end date for it may occur before the task ends. Reviewers will not be locked out of the task on the task due date unless it is the same date as the task end date.



Performance Review Step Reopened

This email is triggered when a performance review step is reopened in order to alert or remind the user that a performance step has been reopened. When configured, this email is triggered any time a step is reopened, whether it is done by a manager or administrator. This email can be sent to Reviewee, Reviewee's Direct Manager, Reviewee's Indirect Manager, Reviewer, or a specific user.

The REOPEN.STEP.COMMENT tag displays the


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Reason commentary that was provided when the review step was reopened.

The REVIEW.REOPENED.STEP.DUE.DATE email tag displays the due date of the performance review step that is reopened. If no due date is defined for the step, then "No Due Date Defined" is displayed.

The system verifies that the review step is still due prior to triggering the email, so if the review step is no longer due, then this email is not triggered.


Performance Review Task Assigned

This email is triggered when the task is assigned to a user. This email is not triggered for a self-review task. However, if the reviewer is specifically named as the recipient of the email trigger, the email is still triggered to that reviewer. For example:

o If the email trigger is configured to be sent to "Reviewee" and John Doe launches a review in which he is the reviewee, he does not receive the email because he launched the review task.

o If the email trigger is configured to be sent to "John Doe" and "Reviewee" and John Doe launches a review in which he is the reviewee, he does receives the email because he is named as a specific recipient.


Performance Review Task Completed

This email is triggered when a performance review task is completed (i.e., the overall performance review has been completed). This email can be set up as a reminder to go out at a certain time in relation to the completion of the task. The email can also be set up as a confirmation, notification, or promotional email.

This email can be sent to the reviewee, reviewee's manager, the reviewee's indirect manager, or a specific user.

Use Case: An administrator creates an Annual


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Performance Review task and would like all reviewees to be informed when the performance review has been completed. She configures the Performance Review Task Email to trigger on the date that the last step of the performance review task is due and sets the recipient as "Reviewee."

Request Goal Approval

This email is a batch type email that includes a notification for each situation in which a goal owner does the following:

o Creates and submits a goal for themselves when approval is required.

o Edits and resubmits a goal that has already been approved.

o Attempts to cancel a goal that has been approved when approval is required.

This email is triggered when a user clicks the SEND APPROVAL REQUEST button on the My Goals or Snapshot Goals page.

The email is sent to the user in the Approver role. If no approver is set or if goal approval is not required,


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the goal is automatically approved and no email is sent.

The email can contain a link to the Pending Goals page.

Planning Emails


WFP Not Implemented System Event Email

This email is triggered if an event occurring in Planning does not have an associated email action available. This email is a Notification type email.

Planning

WFP Plan CoPlanners Changed

This email is triggered when the Co-Planners for a given plan are changed, whether that is adding or removing Co-Planners. The email i sent to User assigned as Primary Planner and Users assigned as CoPlanners (new).

The tags in this email reference the given plan, which is the recipient's plan. This email is a Notification type email.

Planning

WFP Plan Created This email is triggered to notify the user that the plan was created successfully. The email can be sent to User who created plan (owner). This email is configured as a Notification type email.

Planning

WFP Plan Due Date Changed

This email is triggered when the Due date for a given plan is changed. The tags in this email reference the given plan, which is the recipient's plan.

The email is sent to User assigned as Primary Planner and Users assigned as CoPlanners. This email can be configured as a Notification type email.

Planning

WFP Plan Primary Planner Changed

This email is triggered when the Primary Planner for a given plan is changed. The tags in this email reference the given plan, which is the recipient's plan.

The email is sent to User assigned as Primary

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Planner (new) and Users assigned as CoPlanners. This email can be configured as a Notification type email.

WFP Subplan Accepted

This email is triggered when the Subplan is accepted by the parent planner. The tags in the email refer to the subplan, not the parent plan.

The email is sent to User assigned as subplan's primary planner and the subplan's CoPlanners. This email can be configured as a Notification type email.

Planning

WFP Subplan Assigned To CoPlanner



Planning

WFP Subplan Assigned To Primary Planner

This email is triggered a specific user when s/he is assigned as Primary Planner.

The email is sent to User assigned as Primary Planner in this event. This email can be configured as a Notification type email.

Planning

WFP Subplan Rejected

This email is triggered when a subplan is rejected by Parent Planner. The tags in the email refer to the subplan, not the parent plan.


Planning

WFP Subplan Submitted To Primary Planner

This emails is triggered as notification that a subplan was submitted and needs review. The tags in the email refer to the subplan, not the parent plan.

The email is sent to User assigned as parent plan's primary planner. This email can be configured as a Notification type email.

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WFP Subplan Submitted

This emails is triggered as confirmation that a subplan was submitted for review. The tags in the email refer to the subplan, not the parent plan.


Planning

Recruiting EmailsNote: The Offer Letter email action type is only available for portals with the Offer Letter Management functionality enabled.

Localization Note: For portals with multiple languages enabled, translated text displays in standard and custom emails, and localizable tags are localized. This allows emails to be received in the recipient's language and also allows email tags to display the translated values, when available. For example, if the job title is localized and included in the email, then the job title displays in the recipient's language. If the recipient's language is not available, then the job title displays in the language of the user who created or edited the job requisition.


Add Applicant This email is triggered when an applicant is added to a requisition from Manage Candidates, Candidate Search, Manage Applicants, or the Add Submission page of the Requisition Snapshot. This email can be sent to External Applicant, Internal Applicant, Applicant Reviewer(s), OU Approver, Hiring Manager, Requisition Owner(s). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use CaseUse this trigger to notify applicants or hiring managers when an applicant is added to a requisition. Applicants can be added to requisitions that they did not apply to from the View Requisition Details page. Applicants require this email as it includes a link to the requisition they were added to so that they can complete the application.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU

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designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Configuration Note: When creating the Add Applicant email, be sure to include the PASSWORD.RESET.URL tag so that applicants who do not have a profile on the career site will have quick access to the password creation page. When applicants click the link, they are taken to a page for the career site that prompts them to define a password.

Agency Submission Confirmation

This email is triggered when a Recruiting Agency submits an applicant. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner, Requisition Reviewer, Responsible Recruiting Agent, or a specific user.

The Availability setting for this email can be configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a Recruiting Agency submitted an applicant to a requisition.

Recruiting

Applicant Review Feedback Received

This email is triggered when feedback for an applicant is submitted from the Resume/CV Review page. The email can be sent to Requisition Owner(s). This email can be configured as a Notification type email. This email is active by default and can be

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found in the Recruitment t action type section of Email Management.

Use Case: An applicant reviewer access the Resume/CV Review page to review applicants. She clicks the ADVANCE button , and then she submits her decision. This will trigger the "Applicant Review Feedback Received" email, provided that it is active and configured in Email Management.

Applicant Status Change

This email is triggered when an applicant's status changes. The Applicant Status Change email must be defined for the associated status in order to trigger. When the email is sent, the recipient will receive the email in their language, if available for the portal. Note: The email is defined by the administrator or recruiter when configuring the requisition template or job requisition, respectively.

The email can be sent to Applicant Interviewer(s), Applicant Reviewer(s), External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Frequently Asked QuestionsHow do I define a status change email for the associated applicant status?Status change emails can be selected for each applicant status on the Applicant Review tab in requisition templates and the default requisition template, as well as when creating and editing job requisitions. See Status Change Emails.

Recruiting

Application Confirmation

When an applicant submits an application, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, or Requisition Owner.

This email also applies to applications submitted via a mobile device. For mobile submissions, the email may be triggered multiple times, depending on the

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number of times the application is submitted. For example, if the applicant submits a partially completed application from their mobile device, and then completes and submits the application from a desktop device, the Application Confirmation email is sent both times the application is submitted.


Use Case: Use this trigger to send confirmation emails to applicants after they successfully complete an application.

Application Confirmation - As Guest

This email is triggered when a user submits an application as a guest. The email can be sent to External Users, Hiring Manager, or Requisition Owner. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

The email can include a PASSWORD.RESET.URL tag so that applicants can define a password on the career site for their profile.

Apply as Guest Applicants and Creating Accounts on Mobile-Friendly Career SitesThe Application Confirmation - As Guest email is important to configure for mobile-friendly career sites. When configured and active, all applicants who apply to jobs on mobile-friendly career sites via the Apply as Guest feature will be sent the Application Confirmation - As Guest email, even if they haven't created an account.

This provides applicants with a path back to the career site so that they can create an account.

Claiming an AccountWhen an applicant who has applied as a guest returns to the career site for the first time to check the status of their application (take an assessment,

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schedule an interview, etc.) they have two options:

Option 1: Create an account. Because they applied as a guest, most likely they will create a new account with the same email from their application because they have not done this yet. When they create an account, the system will automatically sync their previous application be to their newly claimed account. Their profile will display any previous applications tied to the email address they used to create their account.

Option 2: Go through the forgot/create password flow. If a user remembers that they applied as a guest but did not create a password, then they can trigger the reset password workflow by clicking the Forgot Password link. This will also allow them to create a new password, and then log in to their portal and see all previous applications.

Assign Applicant Assessment

When an assessment is assigned to an applicant, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, or Requisition Owner.

Use Case: Use this trigger to send emails to applicants when they are assigned an assessment. The email can include a link to the job application so that the user can easily take the necessary next steps.

o When sent to an external user, the assessment link tag displays as a deep link to the Login/Self Registration page for the career site. After successful login, the user is presented with the assessment immediately.

o When sent to an internal user, the assessment link tag displays as a text string: "Navigate to your Transcript to complete this assessment."

Recruiting

Assign Applicant Training

When training is assigned to an applicant, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, or Requisition Owner.

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Use Case: Use this trigger to send emails to applicants when they are assigned training. The email can include a link to the job application so that the user can easily take the necessary next steps.

o When sent to an external user, the training link tag displays as a deep link to the Login/Self Registration page for the career site. After successful login, the user is presented with the training immediately.

o When sent to an internal user, the training link tag displays as a text string: "Navigate to your Transcript to complete this training."

Assign Integration Assessment

This email is triggered when an Edge integration assessment is assigned to an applicant, such as a WOTC assessment. This email can be configured as a notification or a reminder, and it can be sent to External Applicant, Internal Applicant, OU Approver, Hiring Manager, OU Approver, or a specific user.

Note: The APPLICANT.INTEGRATION.ASSESSMENT.LINK tag must be included in the email. This tag provides a link that the applicant can click to access the assessment.

Note about Auto-Assignment of Pre-Employment Verifications: This email also applies to auto-assignment of pre-employment verifications, via the Automated Candidate Progression (Early Adopter) functionality. For more information, see Feature Activation Preferences.

Recruiting

Background Check Assigned

This email is triggered when a background check is assigned to an applicant. This assignment is dictated by successful assignment in the vendor integration

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and not solely by clicking the Assign link for a background check. This email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to send notifications to applicants when they are assigned a background check to complete.

Background Check Complete

This email is triggered when a background check is completed. This assignment is dictated by successful completion of the background check in the vendor integration. This email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to send notifications to recruiters when a background check is complete.

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Candidate Hired This email is triggered when a candidate's applicant status is changed to Hired. The email can be sent to Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

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Use Case: Use this trigger to notify recipients that a candidate's applicant status has been changed to Hired. This status change indicates that a hiring decision has been made.

Note: Offer letter related tags are only populated in the email if the offer letter has been accepted.

Candidate Offer Response Received

This email is triggered when a candidate response is recorded for a candidate. The email can be sent to Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

Use Case: Use this trigger to notify recipients that a candidate response has been recorded for a candidate. This email can also be triggered when a user manually records a response for the candidate from the Offer Letter Management table or when the candidate responds to an offer letter from their My Profile page.

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Connect With Us New User

This email is triggered when a user submits their information via Connect With Us. The email can be sent to External Users. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment t action type section of Email Management.

Recruiting

Disposition When an applicant is passed on, a notification or reminder email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner, or Requisition Reviewer.


Use Case: Use this trigger to send notifications to applicants when they are passed on for consideration. The trigger can be configured as a reminder to delay response back to the applicant as

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necessary.

Email Applicant When a user manually emails an applicant, a notification can be sent to External Applicant or Internal Applicant. This email can be triggered from the Manage Applicants or Application Profile page.



The EMAIL.CUSTOM.MESSAGE tag can be included as a placeholder in the email. The tag will be replaced by the text in the Custom Message field when emailing applicants via the Send Email from Template action on Manage Applicants or the Application Profile page.

Note: When including the EMAIL.CUSTOM.MESSAGE tag, a carriage return is automatically included at the end of the message that replaces the tag. If you do not want an extra line between the end of the custom message and the rest of the email, place the EMAIL.CUSTOM.MESSAGE tag directly next to the text that follows the custom message.

Note: If you do not include the EMAIL.CUSTOM.MESSAGE tag, the ability to add a custom message is not available when sending a template email from the Applicant Profile page.

Use Case: Use this trigger when sending ad hoc emails to applicants. Ad hoc emails can be sent from the Manage Applicants or Applicant Profile pages.

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Emails can be sent to one applicant or a batch of applicants.

Email Offer to Candidate

This email is triggered when an offer is emailed to a candidate. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Next Level Hiring Manager, or a specific user.

Use Case: Use this trigger to send an offer letter to a candidate. This trigger can also be used to notify other users that an offer letter has been sent to the candidate. Note: If the offer letter is attached to the email as a PDF, any other attachments added during the Send to Candidate workflow step are also added to the email as attachments.

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(missing or bad snippet)Interview Cancelled Notification

This email is triggered when an interviewer is removed from an interview session or when an interview session is cancelled. The email can be sent to Applicant Interviewer(s) or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

This email is used when sending Outlook Meeting Invite cancellations. The email contains an ICS attachment if an ICS attachment has already been created for the interviewer or for the session being cancelled.

Use Case: When an interviewer needs to be removed from an interview session or if an interview session needs to be cancelled, this email trigger is sent in order to notify the interviewer of the cancellation.

Best Practice: It is a best practice to include the COMMENTS.TO.INTERVIEWER tag in the email. This tag will show recipients any comments that the interview scheduler included when cancelling the interview. If this tag is not present in the email, and the interview scheduler entered a comment when cancelling the interview, then the comments will not appear in the email to recipients.

Interview Manager Note: The Interview Manager

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page is automatically enabled for interviewers. If the interviewer is removed from an interview, the Interview Manager page is no longer visible. Any comments regarding the interview are no longer accessible to the interviewer.

Interview Recommendation Nudge

This email is triggered when a user selects the Nudge Interviewer link from the Options column on the Interview Manager page. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Recruiters may want to nudge interviewers when they have not completed their recommendation for an interview. Use this email trigger to notify interviewers that they need to complete their interview recommendation.

Recruiting

Interview Recommendation Pending

This email is triggered when an interview recommendation is pending a response from an interviewer. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification or Reminder type email. For Reminder type emails, the reminder is triggered a set number of days, hours, or minutes after the initial interview request is sent. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Use this trigger to send notifications to interviewers when an interview is pending their recommendation. Administrators may want to configure this trigger to fire automatically as a notification or reminder to interviewers to complete their interview recommendations.

Recruiting

Interview Recommendation Recorded

This email is triggered when an interview recommendation is recorded by the interviewer. The email can be sent to Requisition Owner(s), Applicant

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Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management. Note: This email fires when recommendations are recorded either in Cornerstone or HireVue for video interviews.

Use Case: Recruiters and Hiring Managers may want to see when an interview recommendation is recorded for an interview. Use this email trigger to send updates whenever a recommendation in recorded for an interview.

Interview Scheduling Notification - Applicant

This email is triggered when an applicant scheduling notification is sent to the applicant, and is also triggered when an applicant self scheduled an interview for an interview event. The email can be sent to External Applicant, Internal Applicant, or a specific user. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: When a recruiter schedules an interview, they may want to send a notification to the applicant about the scheduled date, time, and interview type. Use this trigger to notify the applicant that an interview session is scheduled.

Recruiting

Interview Scheduling Notification - Interviewer(s)

This email is triggered when an interview scheduling notification is sent to interviewers. The email can be sent to Applicant Interviewer(s) or a specific user. This email can be configured as a Notification or Reminder type email. For Reminder type emails, the reminder is triggered a set number of days, hours, or minutes before the interview start time. This email is active by default and can be found in the Recruitment action type section of Email Management.

This email is used when sending Outlook Meeting Invite requests. The email contains an ICS attachment if Outlook notifications are enabled by the administrator in Interview Management Preferences.

This email is used when using Outlook Scheduler to preview the email, if the Outlook scheduling option is

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enabled by the administrator in Interview Management Preferences.

Use Case: When a recruiter schedules an interview, they may want to notify the interviewers about the scheduled date, time, and interview type. Use this trigger to notify the interviewers that an interview session is scheduled.

Interview Scheduling Response

This email is triggered when a scheduling response is recorded from Outlook. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

This email is used when Outlook Meeting Invite requests are accepted or denied. The email only fires when the recipient responds with either Accept, Tentative, or Decline. If the recipient responds with Tentative, then the response is treated as a decline. Note: The option to accept or decline a meeting invite is a standard feature in Outlook. This email fires when the recipient clicks either the ACCEPT or DECLINE button in the invite.

Use Case: Owners and hiring managers may want to be updated when an interview request response is recorded in Outlook. Use this email trigger to send notifications to recruiters when a response is recorded in Outlook.

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Invitation to Apply This email is triggered when an invitation to apply is sent. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, Invitation Recipient, or a specific user.

Use Case: Use this trigger to send invitations to apply to applicants who have not completed an application or who were found during an applicant search.

Note: The APPLICANT.STATUS, APPLICANT.STATUS.CHANGE.DATE, APPLICATION.DATE, and APPLICATION.REVIEW.LINK tags are not available

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for this email trigger.

Invitation to Interview Event (Applicant Self Schedule)

This email is triggered when a recruiter sends a self schedule invitation to an applicant for an interview event. The email can be sent to Applicant, Hiring Manager, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Use this email to send a message to the applicant regarding self scheduling an interview event. With this link, the applicant can schedule themselves into an interview event.

Recruiting

Job Alert This email is triggered when a requisition is posted that meets an internal or external applicant’s job alert criteria. This email can be sent to Alert Recipient (Internal) or Alert Recipient (External). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

For external recipients who elect to receive daily job alerts, the job alerts are sent at 1:00am PST each day but only if there is at least one open requisition that meets the criteria the applicant defined for the job alert. Note: If a requisition opens and closes in the same day, the closed requisition is not included in the daily job alert.

For external recipients who elect to receive weekly job alerts, the job alerts are sent each week at 1:00am PST beginning one week from the date on which the job alert is created. However, the email is only triggered if there is at least one open requisition that meets the criteria the applicant defined for the job alert.

Use Case: Use this trigger to send job alerts to internal and/or external applicants, informing them of open requisitions that match their job interests. For external recipients, the email is triggered on either a

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daily or weekly basis, depending on how the external applicant configures the job alert on the career site. For internal recipients, the email is triggered immediately when a job, for which the user has expressed an interest, is posted to Career Center, provided the user meets the availability criteria for the requisition.

Merged Duplicate Applicants

This email is triggered when a duplicate applicant is merged under a target profile. The email can be sent to Hiring Manager, Merged Applicant, Requisition Owner(s), Target Applicant (this is defined as the applicant with whom the merged applicant is merged), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruiting

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action type section of Email Management.

Use Case: Use this trigger to send notifications that duplicate applicant profiles have been merged and that all merged applications are compiled under the target profile.

New Applicant Comment Posted

When a user posts a new comment for an applicant, a notification email can be sent to Requisition Owner, Hiring Manager, OU Approver, or Applicant Reviewers.

Use Case: Use this trigger to send notifications to users who are interested in receiving emails when new comments are posted for applicants. Reviewers may want to see what other reviewers are commenting about an applicant.

Recruiting

New Profile Creation When a user creates a new applicant profile, a notification email can be sent to User. This trigger is used to inform applicants that they created a new profile. Note: This trigger only works for profiles created from the Create Profile page and does not trigger emails when applicants use LinkedIn or other 3rd party profile generation tools.



Use Case: Use this trigger to send emails to applicants to confirm that they created a new applicant profile. This trigger could be used to drive

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applicants back to a Career Site after they create a profile.

Offer Approval Decision

This email is triggered when an approver records an approval decision for an offer. The email can be sent to Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.Use Case: Use this trigger to notify recipients that an offer letter approval decision has been made by an approver.

Recruiting

Offer Pending Approval

This email is triggered when an offer requires approval. The email can be sent to Next Approver, Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

Reminder emails are triggered when an offer that requires approval has not been responded to by the approver. The email continues to fire based on the interval configured for the reminder.

Use Case: Use this trigger to notify recipients of an offer that requires their approval. It is possible (and likely) to send multiple emails using this trigger at multiple times.

o If the approval workflow utilizes sequential approval by multiple recipients, then the email is sent to the next approver only after the previous recipient approves the offer.

o If the approval workflow utilizes concurrent approval by multiple recipients, then the email is sent to all recipients within a tier simultaneously.

Use Case: Use this trigger to remind recipients of an offer that requires their approval. It is possible (and likely) to send multiple emails using this trigger at multiple times.

Note: If the recipient is "Next approver(s) if offer is pending" and there is at least one approver who is configured on the offer letter as "Approver," then the Offer Pending Approval email is only sent to the "Next approver(s) if offer is pending" recipient. This means that users who are defined as "Notification-Only Approver" on the offer letter will not also receive

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this email.

Onboarding Notifications

This email is triggered when the SEND button is clicked in the Send Onboarding Notifications pop-up from the Applicant Profile page. This email can be sent to External Applicant, Hiring Manager, Internal Applicant, Next Level Hiring Manager, Requisition Owner(s), Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to notify the applicable personnel of a new hire's start date to ensure that the necessary provisions will be provided in preparation for beginning employment.

Use Case: When a hiring manager brings on a new person in a Sales position, the recruiter needs to work with a number of different groups within the organization to prepare for the new employee’s first day. At the very least, this involves six departments and personnel, including the following:

o The Technology team needs to provision a new computer and telephone.

o The Facilities team needs to ensure building access and parking for the new employee, as well as a clean workspace.

o Human Resources needs to distribute new hire materials and gather personnel information.

o Finance needs to set up accounts for the new employee.

o The Training team needs to register the employee for trainings.

o The new hire’s manager should be notified of the start date and should be prompted to prepare for

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the new employee’s arrival.

By configuring emails to be sent to each of these departments and personnel, the hiring manager can ensure that all pertinent parties are notified of their responsibilities well in advance of the employee's start date.

Best Practice: It is a best practice to provide a clear title for each email template. Typically, this email is only sent by recruiters who do not have access to Email Management from which to view the email content. Recruiters select one or more of the email templates from the Applicant Profile page, but they are not able to preview the email before sending it. Providing a clear title for each email helps recruiters know which template(s) are appropriate to select when sending onboarding notifications. Without a clear title, recruiters may send the wrong emails and fail to notify the appropriate personnel about upcoming new hires.

OnDemand Video Interview Assigned

This email is triggered when an On Demand Video Interview is assigned to an applicant. The email can be sent to Applicant Interviewer(s), External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to send notifications to applicants when they have been assigned an On Demand Video interview. This email may include a link for the user to complete their video interview, if the appropriate tag for the link is included in the body of the email.

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OnDemand Video Interview Completed

This email is triggered when an applicant completes an On Demand Video interview. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Applicant Interviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to send notifications to requisition owners and interviewers when an applicant completes an On Demand Video interview. Interviewers may want to use this email trigger as a notification to let requisition owners and interviewers know when to review an applicant’s submitted video interview.

Recruiting

Referral to External User

This email is triggered when a user refers a requisition in the internal career site or Career Center (Legacy). The email can be sent to Hiring Manager, Referral Recipient, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section in Email Management.

Note: A custom message can be added by the sender. In order for a custom message to appear to the recipient, the EMAIL.CUSTOM.MESSAGE email tag must be included when configuring the email in Email Administration.

Recruiting

Referral to Internal User

This email is triggered when an employee refers a requisition via email to another employee. The email can be sent to User, Referral, or a specific user.

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Reminder to Apply This email is triggered when an applicant expresses Recruiting

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interest in a job by creating a job alert. The email reminds applicants to apply for the job after creating a job alert for the requisition. The email displays to the applicant in the applicant's browser language.

The content of the email is as follows:

EMAIL FIELD

CONTENT

Subject Reminder to Apply - [Position Name]

From Address

[System default email address that displays in the From field for emails in Email Management]

Message Thank you for your interest in the [Display Job Title] position at [Organization Name]. In order to be considered for this position, please submit an application by clicking on the link below.

[Position Name] Apply Now 

Thank you.

[HTML version of External Job Details page]

Note: The link to apply to the requisition is unique to the applicant and the source from which the applicant arrived at the career site. Clicking the [Position Name] Apply Now link opens the Job Details page on the same career site for the requisition from which the applicant created the job alert.

Use Case: An administrator activates the Reminder to Apply email in Email Management to ensure that applicants are reminded to apply to job requisitions for which they express interest.

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Requisition Approval Final Status

This email fires when a final approval or denial decision is reached for a requisition that is pending approval. The email is used to send notifications about the final status of a requisition to the requisition owner, reviewer, and other users. The email can be sent to a specific user or the role of Requisition Owner, Hiring Manager, or OU Approver.

Use Case: A hiring manager would like to be informed when a requisition for which they are an approver is approved or denied. The administrator configures the Requisition Approval Final Status email to be sent to the hiring manager when the requisition has a final approval or denial status.

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Requisition Closed/Cancelled

This email is triggered when a requisition is closed or cancelled. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, Recruiting Agencies, Active Applicants, or a specific user. Note: Sending to Recruiting Agencies includes the email address that is associated with the default user defined for the agency by the administrator.

The Availability setting for this email can be configured so that the emails trigger for external candidates.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a requisition has been closed or cancelled.

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Requisition Pending Approval

When a requisition requires approval, a notification or reminder email can be sent to Next approver if requisition is pending, Requisition Owner, or Hiring Manager.

When configured as a reminder email, the emails are triggered when the approver has not yet submitted an approval decision for a requisition by the time the reminder time has elapsed. The email continues to fire based on the interval configured for the reminder.

Use Case: Use this trigger to notify recipients of a requisition that requires their approval. It is possible to send multiple emails using this trigger at multiple times.

o If the approval workflow utilizes sequential approval by multiple recipients, send email to next approver only after previous recipient approves the requisition.

o If the approval workflow utilizes concurrent approval by multiple recipients, send email to all recipients within a tier simultaneously.

Use Case: Use this trigger to remind approvers repeatedly that they have one or more requisitions pending approval. The reminder helps to ensure that requisitions are approved in a timely manner.

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Requisition Posted to Agency

This email notifies recruiting agencies that a new requisition has been posted. This email can be sent to Recruiting Agencies, Hiring Manager, Requisition Owner(s), and Requisition Reviewer(s). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment t action type section of Email Management.

Note: This email will fire each time the POST button is clicked in the Recruiting Agencies section of the Edit Postings page, even if there are no changes to the postings for the agencies that are listed. For example, a requisition is posted to Agency A. The next day, the same requisition is posted to Agency B. Agency A will receive the Requisition Posted to Agency email both times the requisition is posted.

Recruiting

Requisition Posted This email is triggered any time a requisition moves to the Open status, regardless of whether or not the requisition is being posted at that time to any career sites, job boards, etc. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, or a specific user.

Open Status Note: If there is no approval workflow, a requisition moves into an Open status immediately upon submission. If there is an approval workflow, the requisition moves into an Open status when the approval workflow is completed.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a requisition has been posted. This trigger will also send notifications when a requisition is edited and re-opened.

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Requisition Request Response

This email is triggered when a requisition request is accepted or declined. The email can be sent to Request Reviewer(s), Requester, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

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Use Case: Hiring managers would like to be notified when a reviewer responds to their requisition request. This email is used by hiring managers to view the response to their requests.

Requisition Request Submitted

This email is triggered when a requisition request is successfully submitted. The email can be sent to Request Reviewer(s), Requestor, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Requisition reviewers would like to be notified when a hiring manager submits a requisition request. This email is used by reviewers to know when they have a request to review.

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Review Applicant This email is triggered when an applicant is moved into a Review status type. The email is also triggered when a new reviewer has been added, and the applicant is already in a Review status type.

This is a Notification type email and can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner, or Requisition Reviewer.


When configuring this email, you can include the REVIEW.APPLICANT.RESUME.LINK tag. This tag displays the applicant's full name as a link that opens the Resume/CV Review page.

Use Case: Use this email to send notifications to reviewers and hiring managers when an applicant is ready to be reviewed.

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Daily Summary summary of applicants who have been moved to the first instance of the status type of Review, whether for open or closed requisitions. In addition, a new email tag is added.

This email is triggered once a day at 5:00pm GMT. This email only fires if there is at least one applicant who has been moved into the first instance of the Review status type for a requisition during the past day.

This email can be sent to Applicant Reviewer and cannot be carbon copied. This email can only be configured as a notification type email and is active by default.

Note: This email is only available to users with permission to review requisitions.

Use Case: An executive is an Applicant Reviewer for several open requisitions within a corporation. The executive currently receives one email for each applicant who is moved to the first instance of a Review status type for each requisition for which the executive is an applicant reviewer. This results in a large quantity of emails. Instead, the executive would like to receive one email daily that lists all applicants who have been moved into the first instance of the status type of Review for all of the requisitions for which the executive is listed as a reviewer.

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Implementation Note: A status type of Review must be active in Applicant Statuses in order for the Review Applicant Daily Summary email to trigger. The email must also be configured and active in Email Management.

Email Tag SSO Note: The REVIEW.APPLICANT.RESUME.SUMMARY email tag is SSO enabled. Hiring managers can click the link and access applicants without having to log in to the portal. For organizations that do not use SSO, hiring managers will be directed to the custom login page.

Send Offer to Candidate Profile

This email is triggered when an offer is sent to a user's candidate profile. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Next Level Hiring Manager, or a specific user.Use Case: Use this trigger to notify a candidate that they have an offer letter pending approval in their candidate profile. This trigger can also be used to notify other users that an offer letter has been sent to

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the candidate.

SHL Assessment Assigned

This email is triggered when an SHL assessment is assigned to an applicant. One email is sent per assessment, even if there are multiple assessments in the same application workflow. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner(s), or a specific user. This email can also be sent to a specific job role, which includes Hiring Manager, OU Approver, and Requisition Owners(s). This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: An applicant begins an application and requests an assessment. The applicant does not finish the assessment. At a later date, the applicant needs a way to return to assessment. The applicant can access the Assessment Assigned email that includes a link to their applicant profile for the specific position.

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SHL Assessment Complete

This email is triggered when an SHL assessment is completed by an applicant within the vendor integration site. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Hiring managers would like to be notified when an applicant has completed an assessment so that they can view the assessment results on the Manage Applicants page.

Note: Once the applicant submits the application, if the assessment completion email is configured for the portal, then the email is triggered for each completed assessment in the application. A single completion email is not sent for all of the assessments in an application.

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Submission Accepted as Applicant

This email is triggered when a submission is accepted as a qualified applicant, which is also known as the point at which the submission receives a candidate date in the database. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner, Requisition Reviewer, Responsible Recruiting Agent, or a specific user.


Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a submission was accepted into the Applicant pool for a requisition. The accepting of a submission indicates that the submission is a qualified applicant and may trigger cost updates for the Recruiting Agency.

Recruiting

Today’s Scheduled Interviews

This email is triggered at the beginning of each day and provides a list of the interviews that are scheduled for the day on which the email is triggered. The email can be sent to Applicant Interviewer(s). This email can be configured as a Notification type email. This email is sent at 5 a.m. each day if the email is active, but the email is only sent to interviewers who have one or more interviews scheduled for the day on which the email is sent. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Use this trigger to send notifications to owners and interviewers when they have interviews scheduled. Interviewers and recruiters may want to a full day summary of all interviews that they have scheduled for the current date.

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Voluntary Withdrawal This email is triggered when an applicant voluntarily withdraws their submitted application. The email can be sent to External Applicant, Hiring Manager,

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Internal Applicant, Requisition Owner, Requisition Reviewer, Responsible Recruiting Agent, or a specific user.Use Case: Use this trigger to send notifications to owners and reviewers when an applicant chooses to withdraw from an application. Administrators may also want to send a confirmation email to the applicant after they have withdrawn their application.

Note: See the Overview topic in the Agency Portal section of Online Help for more information about the Responsible Recruiting Agent role.

Self Registration Emails


Activation Email This email is sent to users who submit a registration for a self-registration group that requires email verification. To include a link that the user will click to verify their email address for the self-registration, the following tag must be included in the body of the email: EMAIL.VERIFICATION.LINK

This tag will update with the self-registration email verification link automatically when the user receives the email.

Self Registration

Deny User Record This email is triggered by the user record approver denying a record.

Self Registration

User Approve Record This email is triggered when a self-registered user record is approved. If self-registration user records do not require approval, then this email is triggered immediately. If approval is required, then this email is triggered when the user record is approved. This email can be sent to User, User's Approver, or User's Manager.

Self Registration

User Record Request This email is triggered by a self-registered user submitting their user record for approval.

Self Registration

Succession Management Emails


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Succession Task Assigned

If this email trigger is active when the SMP task is saved, an email is sent to the selected recipients. This email trigger can be sent to the SMP task recipient or a specific user.

Succession Management

Succession Task Due

This email is triggered when a Task Owner step is due. This email is not triggered by the overall succession task becoming due. This email will still fire even if the task owner has already completed their SMP task. This email can be sent to the SMP task assignee or a specific user.


Succession Task Pdf Notification

This email is triggered when the PDF that is requested from either within a Succession task or from the Scheduled Tasks page is ready to be downloaded. The email includes a link to the PDF so that users can open the PDF directly from the email. If you modify this email, be sure to keep the PDF.LINK tag in the body of the email.

The email can be sent to Requester or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Succession Management action type section of Email Administration.


Succession Task Step Due

This email is triggered when a step (including a Review step) of a Succession Planning task is due. This email can be triggered as a notification or reminder to Assignee or a specific user.


Talent Conference Re-Scheduled

This email is triggered when a talent conference location, date, or time is modified and the talent conference is saved. This email is intended to inform moderators and reviewers of the updated location, date, or time of the talent conference. This email trigger also has a calendar meeting request file attached, which can be saved to the recipient's calendar tool. This email can be sent as a notification to Moderator, Reviewer(s), or a specific user. The Moderator and Reviewer roles are defined in the Talent Conference SMP task.


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The following unique tag is available for this email trigger:

o COMMENTS.TO.REVIEWER - This displays any comments that were entered by the moderator for the reviewer on the Talent Conference step of the task.

Talent Conference Scheduling Notification

This email is triggered when a talent conference is scheduled on the Talent Conference step of a Talent Conference succession task. This email is intended to inform moderators or reviewers of the talent conference location, date, and time. This email trigger also has a calendar meeting request file attached, which can be saved to the recipient's calendar tool. This email can be sent as a notification or a reminder to Moderator, Reviewer(s), or a specific user. The Moderator and Reviewer roles are defined in the Talent Conference SMP task.




Talent Conference Summary Sign Off

This email is triggered when a talent conference is signed off. This email trigger enables moderators to notify reviewers that the Sign Off step is completed. This email can be sent as a notification to Moderator, Reviewer(s), or a specific user. The Moderator and Reviewer roles are defined in the Talent Conference SMP task.


Task Review Assignment Notification

This email is triggered when a user is assigned a Task Review step of a Succession Planning task. Note: A Task Review step is assigned when a Task Owner time period expires. This email can be triggered as a notification or reminder to Assignee or a specific user.


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Admin Password Change

This email is triggered when an administrator manually resets a user's password. The user's new password cannot be included in the email. Because of this, the administrator must communicate this password outside of the system. This email can be sent to User or User's Manager.

System Administration

Effective Dating Error

This email is triggered when a user record change that was set with a future effective date attempts to process and an error is generated. The email can be sent as a notification to Effective Record Modifier, User, User's Manager, User's Approver, or a specific user. The Effective Record Modifier role is the user who modified or created the relevant effective record.

The EFFECTIVE.DATING.ERROR.DESCRIPTION tag can be included in the email message to include the description of the effective dating error. If there are multiple errors, then each error description is displayed on its own line in the message.


Forget Password If the Password Reset Option in Password Preferences is set to Reset By Email Notification, then the Forget Password email is triggered when a user clicks Forgot Password? on the Login page. This email can be sent to External User or Internal User. If the user clicks Forgot Password? multiple times and a password reset URL is included in the email, then a new URL is generated for each email and the previous URL is no longer valid.

This email must be configured for administrators to select the "Send Password Reset Email to user's email address" option when resetting a user's password on the Admin - Users page.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also,


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the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Defining AvailabilityThe availability settings do not apply to external users when External User is added as a recipient in the Send To field.

When Internal User is added to the Send To field, the availability settings defined in the Availability field apply to internal users based on the organizational unit (OU) to which they belong. The following rules apply by OU:

ORGANIZATIONAL UNIT

RULE

Cost Center Cost Center if user is part of the Cost Center

Custom Group Custom group if user is part of the Custom Group

Division Division user belongs to

Grade Grade user belongs to

Location Location user belongs to

Position Position user belongs to

Self-Registration Group Self-Registration group if user is part of the group

User User if user is added individually

New User Record Created (via Add User Page)

This email can be configured as a notification and is triggered when a new user record is created via the Admin - Users page. This email is not sent to users who are created via a data feed. This email can be sent to the User Created, User Creator, or the User's Manager.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the


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same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Scheduled Report Complete

Scheduled Report is complete System Administration

Training Deactivation This email is triggered when a training item is about to be deactivated. The email can be sent to Training Contact and Training Owner. This email can be configured as a Reminder type email. This email is active by default and can be found in the System Administration action type section of Email Management.

Use Case: An administrator would like to be reminded that a training item is set to deactivate on December 31st. The Training Deactivation email is configured to trigger one week before the training item deactivates. When the administrator receives the email, the administrator reviews the training item to determine whether or not to reset the deactivation date, allow the course to become inactive, or remove the deactivation settings altogether.


Updated Training Training has been updated to a new version, or pre-work, post-work, or a prerequisite is has been updated or added to the LO.

This is triggered by the user getting automatically updated to a new version of a LO. This email is only triggered by updates to LOs that are versioned, such as a test or curriculum.

The TITLE tag enables email recipients to know which learning object (LO) is updated. This tag displays the name of the LO.

The MATERIAL.START.DATE tag displays the material's start date. If the material has multiple versions, then this tag is specific to the material


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version. If this field is not defined for the training, then this tag is not included in the email.

The MATERIAL.END.DATE tag displays the material's end date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training, then this tag is not included in the email.

User Password Change

This email is triggered any time a user changes their password. This email can be sent to User or User's Manager.


Test Engine Emails


Test Grading Notification

Notify the Test Grader of pending grade. Test Engine

Training Emails


Approve Training Request

This email is triggered when an approver approves a student's request for an online class, quick course, event, curriculum, library, posting, test, material, or cohort. The available recipients for this email are Training request approvers, Assignor of the training, Cost center approver, Cost center owner, User's manager, or Student.

Training

Assign Evaluation Task

The Assign Evaluation Task email is triggered for each individual student either 30, 60, or 90 days after the course was completed by that user. The date that this email is triggered is now the same date that the level 3 course evaluation task appears in the user's Scheduled Tasks area.

The Assign Evaluation Task email is only triggered for courses that have a level 3 course evaluation task activated.

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Assign Survey Task Process Assign Survey Task email. When an administrator creates a new survey task, they select which users will be assigned the survey task. When the task is created and saved, an email is sent to the selected users (Assessors assigned to a task).

Training

Assign Training User is assigned an online class, quick course, event, curriculum, library, posting, test, or material to a user. This email is triggered when training is assigned through Global Search, Course Catalog, or through a learning assignment.

Training

Charge Credit Card Confirmation of credit card charge. This email is triggered when the user goes through the registration and purchasing process, and the purchase has been finalized.

Training

Defer Training Approval Request

Email will fire when Approval has been deferred to the next approver. The intended recipient is the next approver. If no additional approver is assigned, the email will not fire.




Training

Deny Training Request

Once a user requests training, the system will check for required approvals from the user's approver. If an

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approval is required, the user's transcript will show a pending approval status. At this point the approver must either approve, defer, or deny the user request. If it is denied the user will receive this email.

Employee Pays This email is triggered when a user requests training that requires payment. This will let the user know that they must pay to register for the training requested, before the training can be completed.

Training

Evaluation Task Due Process evaluation task due. This is triggered by the end date of a level 3 post-training course evaluation task. The end date is automatically calculated by adding the evaluation deadline specified on the Add Level 3 Evaluation page to the task start date.

Training

External Training Completion Request

User requests completion of external training course. If a user has an approver, and they mark external training complete, the status will stay in Pending Completion status until the approver marks it complete. This email fires to the approver as soon as the user marks external training complete.

Training

External Training is Complete

This email will fire once the user marks external training or free-form training completed.

Training

LO Post work Reminder

This email will serve as a reminder for registered employees to complete Post-work required for various non-ILT learn objects. This trigger works with Tests, Online Courses, Quick Courses, and Materials. When users complete training items that require Post-work, this email can serve as notification for users regarding the required Post work item.

Training

On the Job Training Observer Notification

This email alerts observers when users have requested observation for a specific OJT item. It is triggered when a user clicks the Notify Observer button next to an OJT item on their learning transcript.

Training

Register User registers for an online course, quick course, library, posting, video, curriculum or external content. This email will fire once the user becomes registered

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for the training. If the training is set up to be pre-approved and registered upon approval, this email will fire upon request.

Request External Training

User submits request for external training. This email is triggered when user adds external training to transcript.




Training

Request Training This email is triggered when a user selects the REQUEST button for an event, online class, quick course, curriculum, library, posting, test, or material. This email can be sent to Student, User's manager, Cost center owner, Cost center approver, or Next approver if training request is pending.

This email is triggered even if pre-approval is set for the LO. However, if "Next approver if training request is pending" is selected as the recipient, then the email is not triggered if pre-approval is set.

This email is not triggered when an ILT session is requested. For ILT sessions, the Request ILT Session trigger should be used.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve, Deny, and Defer deep links within the body of the

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email. Note: The Defer option is only available when enabled in the portal.



Request Webcast User submits request for a webcast session. This email is triggered when a webcast session within an event is requested by a user.




Training

SF-182 Form Approval Step Response

This email is triggered when an approver approves or denies an SF-182 request. The email can be sent to the following recipients:

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o Next approver if training request is pending (Note: Selecting this recipient sends the notification to all approvers defined in the approval step.)

o Cost center approvero Cost center ownero User's managero Student

SF-182 Form Approved

This email is triggered when the final approver approves the request or if there were no approvers available to approve the request. The email can be sent to the following recipients:


Training

SF-182 Form Denied This email is triggered when an approver denies the request. The email can be sent to the following recipients:


Training

SF-182 Form Submitted

This email is triggered when an administrator, manager, or user submits an SF-182 request. The approval notification is sent to the first approver if an approval workflow is configured for the request. The email can be sent to the following recipients:


o Cost center approver

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o Cost center ownero User's managero Student

Survey Task Due Process Survey Task Due email. This email works with the dates placed in the Date: section when creating a new survey task. The Reminder email type can be set up to remind the user within days, hours, or minutes before or after the survey task is due.

Training

Training Approval Reminder

Confirms or reminds that one or more approvers must approve or deny a training request. This email trigger is different from the Request Training trigger because it is available for sessions and can be sent to the same user repeatedly when configured as a reminder until the user completes the action identified in the email. The trigger fires when the following is true:

o When configured as a Confirmation type email, this email is only triggered when the training status is Pending Approval. This email is not triggered if the training has already been approved. Email stops being sent to an approver who has approved or denied the request.



o If the approver does not have permission to approve, deny, or defer the training, the approver

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is directed to an Access Denied page.

Training Completion Request Approved

Approver approves a training completion request. Training

Training Completion Request Denied

Approver denies a training completion request. Training

Training Completion Request

User requests completion of a training course.




Training

Training Exemption Request

When a user submits an exemption request, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default.

Training

Training Exemption Response

When a manager submits a response to a direct report's exemption request, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default.

Training

Training is Available This email is triggered when the available date is Training

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reached for a learning object in which the user has been assigned via a learning assignment. This email can be sent to Student or User's Manager. This email can be configured as a Notification type email. This email can be found in the Training action type section of Email Management.

Use Case: Use this trigger to send notifications to students when the training in which they are assigned is available to complete.

Training is Completed

This email will fire once the user has successfully completed a session, online class, quick course, curriculum, library, posting, test, or material.

To include a link to an associated Level 1 evaluation within the Training is Completed email, enter the tag, EVALUATION.LEVEL1, into the email body. When the email is sent to a user, the tag text is replaced by the link to the evaluation associated with the training item the user completed. The user can click this link to access and complete the Level 1 evaluation. Note: If no evaluation is associated with the training that was completed, the tag is removed from the email body and no content displays in its place.

Training

Training is Due Occurs when training is due. When a due date is applied to training, this email will fire before, on, or after the due date. This is where the Reminder email type can be especially useful. The Reminder email can be set up to remind the user within days, hours, and minutes before or after the training is due. This email trigger will not fire for training that is in a Completed status.

Training

Training Marked Exempt

When a manager or administrator marks an LO Exempt, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default.

Training

Training Plan Assigned

This email is triggered when a training plan is assigned and is triggered on the first day of the access period for a user who is a plan contributor or plan manager. The administrator can set a reminder

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before or after the training is assigned. If a planner's access period is changed, the user receives a new Training Plan Assigned email corresponding to the new start date of the access period.

Training Plan Due This email is triggered on the last day of an access period for a plan contributor and also on the last day of a plan manager segment for a plan manager. The administrator can set a reminder before the due date arrives.

Training

Training Plan Removed

This email is triggered when a plan contributor or manager is manually removed from a training assignment via the View Details page. This email is also triggered when a plan contributor segment or plan manager segment is removed from the plan.

Training

Training Plan Submitted

This email is triggered when a plan contributor's training plan is submitted.

Training

Training Removed from Transcript

If enabled, this email is triggered when an administrator removes a training item from a user's transcript. This email is also triggered when a training item is dynamically removed because the user was dynamically removed from a dynamic learning assignment.

Training

Transcript Status Edited

When an administrator edits the user's transcript such as pricing, completion, due dates, etc., this email will be sent.

Training

Transcript Updated This email can be configured as a notification. When configured as a notification, this email is triggered when a transcript is updated via Data Merge. Either training records must be moved or an account should be deactivated for the email trigger to be activated. This email trigger is in the Training Action Type. This trigger can be sent to Destination User's Manager, Source User's Manager, Destination User, and Source User.

Training

Training Form Management Emails

EMAIL NAME EMAIL DESCRIPTION ACTION

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TYPE

Submit Training Form User submits a training form. Training Form Management

Training Form Approved

User's training form marked Approved by an Approver.

Training Form Management

Training Form Denied

User's training form marked Denied by an Approver. Training Form Management

Training Form Task Assigned

Training form task assigned. Training Form Management

Training Form Task Due

Training form task due. Training Form Management

Training Unit Emails


Training Unit Keycode: Monthly Balance Email

The email is triggered by the following:

o The Send monthly balance to training unit contact option is selected in Training Unit Preferences. The email provides recipients with the training unit balance and is sent on the last day of each month.At least one training unit contact must be a recipient, and the email can also be sent to specific users. When sending the email to a specific user, at least one training unit contact must be included as a recipient. If there are no

Training Unit

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training unit contacts included as recipients, then the email does not fire.

Note: The email must be enabled in Training Unit Preferences for the training unit contact's division.

Note: The training unit contacts that are recipients of the email are dependent upon the OUs for which the email is enabled in Training Unit Preferences. For example, if the email is enabled for Division A but not for Division B, then the email is only sent to training unit contacts in Division A.

o A new training unit key code is purchased through the Shopping Cart feature. The email is sent to the training unit contact when the action occurs.Note: If the training unit is purchased using a purchase order and the transaction is in a Pending Payment status, then the email is not triggered until the transaction is marked Completed in Manage Transactions. See Manage Transaction Overview for additional information.

Redeemed Training Units (KeyCode)

This email is triggered each time a key code is used. This email can be sent to a specific user, the TU Contact, or the TU Redeemer.

Training Unit

Training Unit Distribution Assigned (Distributor)

This email is triggered each time a distributor assigns training units to end users. This email can be sent to a specific user, the TU Recipient, the TU Creator, or the TU Distributors.

Training Unit

Training Unit Distribution Created (Distributor)

This email is triggered each time a training unit key code distribution is created, which can be an addition to an existing key code or the creation of a new key code. This email can be sent to a specific user, the TU Creator, or the TU Distributors.

Training Unit

Training Unit Distribution Created (KeyCode)

This email is triggered each time a training unit key code distribution is created, which can be an addition to an existing key code or the creation of a new key code. This email can be sent to a specific user, the TU Creator, or the TU Contact.

Training Unit

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Training Unit Distribution Expires (Distributor)

This email is triggered each time a training unit key code distribution expires. This email can be sent to a specific user, the TU Creator, or the TU Distributors.

Training Unit

Training Unit Distribution Expires (KeyCode)

This email is triggered each time a training unit key code distribution expires. This email can be sent to a specific user, the TU Creator, or the TU Contact.

Training Unit

Training Unit Expires This email is triggered as a reminder that training units are scheduled to expire. This email can be sent to a specific user or the TU Recipient.

Training Unit

Training Unit Revoked (Distributor)

This email is triggered each time a distributor revokes training units from end users. This email can be sent to a specific user, the user whose TU has been revoked, or the user who revoked the TU.

Training Unit

Training Units Adjustment Email (KeyCode)

This email is triggered each time a key code balance is adjusted. This email can be sent to a specific user, the TU Creator, or the TU Contact.

Training Unit

Training Units Low Balance Notification (KeyCode)

This email is triggered when a key code balance reaches or falls below the predetermined balance set on the Training Unit Preferences page for the training unit redeemer. This email can be sent to a specific user, the TU Creator, or the TU Contact. Note: The balance that triggers this email is the balance set in the training unit redeemer's OU settings.

Training Unit

Universal Profile Emails


Badge Provided Notification

This email is triggered when an employee provides a badge for another employee on their Universal Profile - Feedback page. This email is not triggered for the Completed Goal post. This email can be sent as a notification to Feedback Recipient, Feedback Recipient's Manager, or a specific user.

Universal Profile

Feedback Provided Notification

This email is triggered when an employee provides feedback for another employee on their Universal

Universal Profile

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Profile - Feedback page. Feedback can be provided by posting directly to the Feedback page or by commenting on a Feedback post. This email is not triggered when the manager provides feedback to a direct report that is only visible to the user's manager. This email can be sent as a notification to Feedback Recipient or a specific user.

Feedback Request Notification

This email can be configured as a notification and is triggered when an employee requests feedback from their Feedback page. This email can be sent to a specific user, the Feedback Request Recipient, the Feedback Requester, or the Feedback Requester's Manager.

Universal Profile



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Email Triggers for CareersThis page contains email triggers that may apply to organizations using the Careers solution.






Other Emails


Copy Down Scheduled



o DESTINATION.ENVIRONMENTo PORTAL.NAMEo RECIPIENT.FIRST.NAMEo RECIPIENT.LAST.NAMEo REQUESTOR.EMAILo SCHEDULE.DATETIME

Other

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o SOURCE.ENVIRONMENT



Other



Other




This email is triggered when the entire assessment task is complete, regardless of the task due date. This email can be sent to the assessee or a specific user.





This is triggered when a user is selected as an assessor for a competency assessment task. This email is triggered when an assessor is selected during the task configuration, when assessors are selected by a reviewee from within the competency assessment (when approval is not required), and when a selected assessor needing approval is approved. This email can be sent as a confirmation, notification, or a reminder to Assessor(s) or a specific


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user.













This email is triggered when a development plan has been created by anyone other than the user. The user receives the email stating that a new development plan now exists in their list of development plans.






Development Plan This email is triggered when a comment is added to Performance

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Comment Added a user's development plan. This includes a comment added to the plan, a comment added to an objective, or when any comment receives a reply. This email is not triggered when the designated email recipient is the user who added the comment. For example, if the triggers is configured to send to the approver and the approver adds a comment to the plan, then this email is not triggered since the intended recipient is the one who added the comment. This email is available within the Performance Management action type, and it can be sent as a Notification to Dev Plan Approver or Dev Plan User.








o USER.FIRST.NAME - This displays the recipient's first name.

o USER.LAST.NAME - This displays the recipient's last name.

Management




Development Plan Item Due Date Approaching

This email is triggered when a development plan item (either an action step or training item) is coming due. The user receives the email stating that they have a


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Development Plan item due date approaching. Reminder emails can be set similar to other reminder emails.











Goal Assigned to You This email is triggered when a goal is created and assigned to a user by anyone other than that user (i.e., this email is not triggered if you create a goal for yourself). The goal owner or goal owner's manager will receive an email stating that a new goal now exists in their list of goals.



Goal Cancelled This email is triggered when a goal is cancelled by someone other than the goal owner. The email can be sent to either the goal owner or the goal owner's manager. If the goal owner cancels their own goal,


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the email is not triggered.










This email is triggered when a co-planner is added to a performance review from within the performance review task by the reviewer. Note: This email is ONLY triggered if a co-planner is added by the reviewee/reviewer from within the task (if the task is configured to allow reviewers to add co-planners), and this email is not triggered if a co-planner is added via Task Administration.

The available recipients are Reviewee, Reviewer (the reviewer who added the co-planner), and Co-Planners. Selecting Co-Planners triggers a separate email to all users who are named as co-planners for the task.


Performance Review This email is triggered when a reviewer adds a Performance

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Reviewer Commented

comment as part of a discussion thread within an off-cycle performance review. Discussions cannot be part of a standard performance review task.


Management











Review Step Completed The Performance Review Step Completed email is only sent to other reviewers in the same sequence (if there is any). It is not designed to send email to own reviewer or the


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person (self) who is completing the review.










The REOPEN.STEP.COMMENT tag displays the Reason commentary that was provided when the review step was reopened.

The REVIEW.REOPENED.STEP.DUE.DATE email tag displays the due date of the performance review


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step that is reopened. If no due date is defined for the step, then "No Due Date Defined" is displayed.









This email is triggered when a performance review task is completed (i.e., the overall performance review has been completed). This email can be set up as a reminder to go out at a certain time in relation to the completion of the task. The email can also be set up as a confirmation, notification, or promotional email.


Use Case: An administrator creates an Annual Performance Review task and would like all reviewees to be informed when the performance review has been completed. She configures the Performance Review Task Email to trigger on the date that the last step of the performance review task


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is due and sets the recipient as "Reviewee."




o Edits and resubmits a goal that has already been approved.

o Attempts to cancel a goal that has been approved when approval is required.


The email is sent to the user in the Approver role. If no approver is set or if goal approval is not required, the goal is automatically approved and no email is sent.



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Effective Dating Error This email is triggered when a user record change that was set with a future effective date attempts to process and an error is generated. The email can be sent as a notification to Effective Record Modifier, User, User's Manager, User's Approver, or a specific user. The Effective Record Modifier role is the user who modified or created the relevant effective record.





The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each


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time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.



ORGANIZATIONAL UNIT













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The MATERIAL.START.DATE tag displays the material's start date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training,


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then this tag is not included in the email.









Universal Profile


This email is triggered when an employee provides feedback for another employee on their Universal Profile - Feedback page. Feedback can be provided by posting directly to the Feedback page or by commenting on a Feedback post. This email is not triggered when the manager provides feedback to a direct report that is only visible to the user's manager. This email can be sent as a notification to Feedback Recipient or a specific user.

Universal Profile



Universal Profile

Additional Email TriggersA full list of all email triggers is also available. See Email Triggers on page 183 for additional information.

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Email Triggers for Cornerstone HRThis page contains email triggers that may apply to organizations using the Cornerstone HR solution.













Form Management

Form Approval This email is triggered when a form request is Form

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Required assigned to an approver. The email can be sent to Request Recipient or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Form Management action type section of Email Administration.


Management



Form Management

Form Completed This email is triggered when a form that is associated with a form task is completed. This email is not triggered if the form is not associated with a form task. The email can be sent to Form Assignee, Form Assignee Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Form Management action type section of Email Management.


Form Management



Form Management

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Other Emails


Copy Down Scheduled



o DESTINATION.ENVIRONMENTo PORTAL.NAMEo RECIPIENT.FIRST.NAMEo RECIPIENT.LAST.NAMEo REQUESTOR.EMAILo SCHEDULE.DATETIMEo SOURCE.ENVIRONMENT


Other


Other


This email is triggered when a user renews a subscription from the transcript page or when a

Other

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manager assigns a curriculum extension to a user through inventory. This email can be sent to a specific user or the person in the Purchaser role. The user's manager can be copied on the email.

Planning Emails


WFP Not Implemented System Event Email

This email is triggered if an event occurring in Planning does not have an associated email action available. This email is a Notification type email.

Planning

WFP Plan CoPlanners Changed

This email is triggered when the Co-Planners for a given plan are changed, whether that is adding or removing Co-Planners. The email i sent to User assigned as Primary Planner and Users assigned as CoPlanners (new).

The tags in this email reference the given plan, which is the recipient's plan. This email is a Notification type email.

Planning

WFP Plan Created This email is triggered to notify the user that the plan was created successfully. The email can be sent to User who created plan (owner). This email is configured as a Notification type email.

Planning

WFP Plan Due Date Changed

This email is triggered when the Due date for a given plan is changed. The tags in this email reference the given plan, which is the recipient's plan.

The email is sent to User assigned as Primary Planner and Users assigned as CoPlanners. This email can be configured as a Notification type email.

Planning

WFP Plan Primary Planner Changed

This email is triggered when the Primary Planner for a given plan is changed. The tags in this email reference the given plan, which is the recipient's plan.

The email is sent to User assigned as Primary

Planning

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Planner (new) and Users assigned as CoPlanners. This email can be configured as a Notification type email.

WFP Subplan Accepted



Planning

WFP Subplan Assigned To CoPlanner



Planning

WFP Subplan Assigned To Primary Planner

This email is triggered a specific user when s/he is assigned as Primary Planner.

The email is sent to User assigned as Primary Planner in this event. This email can be configured as a Notification type email.

Planning

WFP Subplan Rejected

This email is triggered when a subplan is rejected by Parent Planner. The tags in the email refer to the subplan, not the parent plan.


Planning

WFP Subplan Submitted To Primary Planner

This emails is triggered as notification that a subplan was submitted and needs review. The tags in the email refer to the subplan, not the parent plan.

The email is sent to User assigned as parent plan's primary planner. This email can be configured as a Notification type email.

Planning

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WFP Subplan Submitted

This emails is triggered as confirmation that a subplan was submitted for review. The tags in the email refer to the subplan, not the parent plan.


Planning










This email must be configured for administrators to


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select the "Send Password Reset Email to user's email address" option when resetting a user's password on the Admin - Users page.




ORGANIZATIONAL UNIT










This email can be configured as a notification and is triggered when a new user record is created via the Admin - Users page. This email is not sent to users


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who are created via a data feed. This email can be sent to the User Created, User Creator, or the User's Manager.










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The MATERIAL.START.DATE tag displays the material's start date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training, then this tag is not included in the email.









Universal Profile



Universal Profile


This email can be configured as a notification and is triggered when an employee requests feedback from their Feedback page. This email can be sent to a

Universal Profile

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specific user, the Feedback Request Recipient, the Feedback Requester, or the Feedback Requester's Manager.




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Email Triggers for LearningThis page contains email triggers that may apply to organizations using the Learning solution.

Billing Emails


Order Status Adjusted

This email is triggered when a user's order status is changed. This email can be sent to a specific user, position, Purchaser, or Order Status Adjuster.

Billing

Pending Payment Notification

This email is triggered when a user checks out using the Send Bill functionality and is subject to the Pending Payment status. This alerts them that they are in Pending Payment status. This email can be sent to a specific user, position, or the Purchaser. Note: This email trigger does not fire for Training Unit purchases.

Billing

Shopping Cart Purchase

This email is triggered when a shopping cart purchase is made. This email can be sent to the shopping cart owner or the purchase actor.

Billing

Transaction Price Adjusted

This email is triggered when a transaction price is adjusted by an administrator. This email can be sent to a specific user, the Purchaser, or Price Adjustor.

Billing

Transaction Price Refunded

This email is triggered when a transaction price is refunded and a course is removed from a transcript by an administrator. This email can be sent to a specific user, the Purchaser, or Refunding Administrator.

Billing

Unpurchased Items in Shopping Cart

This email is triggered when a user adds at least one item to their shopping cart. When the email is triggered, any existing items in the shopping cart that can no longer be purchased are removed. The email can be sent to Shopping Cart Owner or a specific user. This email can be configured as a Reminder type email. This email is active by default and can be found in the Billing action type section of Email

Billing

294


Administration.

Users may receive this email multiple times, depending on the configuration in Email Administration. For example, the administrator configures two emails, one that triggers three days after the user adds an item to their cart without purchasing the item, and another email that triggers seven days after the unpurchased item is added to the cart.

This email trigger is reset each time the shopping cart is emptied or when a purchase is complete.

Use Case: Use this email to remind users that there are unpurchased items in their shopping cart.

Note: The email is not triggered if all of the unpurchased training in the shopping cart is expired.

Certification EmailsAll certification emails can be sent to the certification candidate, certification candidate manager, or certification owner.


Approve Certification This email is triggered when a user's request for certification is approved.

Certification

Assigned Certification This email is triggered when a user is assigned a certification; the certification still requires registration and approval.

Certification

Certification Credits Adjusted

This email is triggered when an administrator manually adjusts a user's credits that are applied to a certification from the Certification Report page.

Certification

Certification Credits Received

This email is triggered when a user receives credit for completing a training item that is applied to a certification. If the learning object applies to multiple certifications, only one email is fired.

Certification

Certification Due Date Adjusted

This email is triggered when a certification due date is changed. This email can be sent to the

Certification

295


Certification Candidate, Certification Candidate Manager, or Certification Owner. If the new certification due date is after the time the Certification Period Due email is scheduled to be sent, the Certification Due Date Adjusted email is not triggered.

Certification External Training Credit Applied

This email is triggered when credit from external training is approved and applied to the certification.

Certification

Certification External Training Credit Denied

This email is triggered when a request to apply external training to a certification is denied. This email is active by default. This email can be configured as a confirmation, notification, or reminder type email. The email can be sent to Certification Candidate, Certification Candidate Manager, Certification Owner, or a specific user.

Use Case: Upon reviewing a user's request to apply external training from a local university to the Customer Service Certification, the certification approver denies the request. The user is notified by email that the request is denied.

Certification

Certification External Training Credit Submission Confirmation

This email is triggered when a user submits external training for certification credit.

Certification

Certification On Hold Administrators can configure an email notification to automatically send to users when their certification is placed in an On Hold status using the Certification On Hold email trigger. The existing tags for Certification emails are available with the Certification On Hold email trigger.

Certification

Certification Period Begin Reminder

This reminder email is triggered when a certification period begins.

Certification

Certification Period Completion Notification

This email is triggered when a user has successfully completed all requirements for a certification period.

Certification

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Certification Period Expiration

This email is triggered as a reminder that the certification period expiration is approaching.

Certification

Certification Period Overdue Notification

This email is triggered when a user has not completed the certification requirements by the due date. If all requirements are complete, this email is not triggered.

Certification

Certification Reversioned

This email is triggered when a user has been moved to a new version of a certification.

Certification

Certification Revoked This email can be configured to be triggered when a user's certification status is set to Revoked. This email can be configured as a confirmation, notification, or reminder. When configured as a confirmation or notification, the email is triggered immediately after a certification is revoked. When configured as a reminder, the email is triggered on the defined date relative to the certification being revoked as long as the status of the user's certification is still Revoked. The available recipients in the Send To and CC fields are Certification Candidate, Certification Candidate's Manager, and Certification Owner.

Certification

Deny Certification This email is triggered when a user's request for certification is denied.

Certification

Enrolled in Certification

This email is triggered when a user becomes enrolled in a certification via assignment or proxy enrollment. This email is triggered for the initial enrollment, but is not triggered for renewal periods.

Certification

Remove Certification This email is triggered when an administrator removes a certification from a user's transcript.

Certification

Request Certification This email is triggered when a user submits a request for certification.

Certification

Collaborative Learning Emails


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Assign Cohort This email is triggered when a cohort learning object (LO) is assigned to a user. This email can be sent as a notification to Next approver if training request is pending, Assignor of the training, Cost center approver, Cost center owner, Cohort Instructor, Cohort Training Contact, User's manager, Student, User's Approver, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Cohort Changed This email is triggered when the cohort Start Date, End Date, Instructor, or Structure is modified and the cohort has at least one enrolled user. This email can be sent as a notification to the Cohort Instructor, Student, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Cohort End Date This email is triggered at a certain time before or after the end date of a cohort learning object (LO). All instances of this email are added to the email queue when the cohort is created. Any email triggers that are configured to be sent before the cohort end date are only sent if the email trigger is configured before the cohort is created. If the cohort end date is modified, then all queued emails are updated to reflect the new start date. This email can be sent as a notification, confirmation, or reminder to Cohort Instructor, Cohort Training Contact, Student, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Cohort Start Date This email is triggered at a certain time before or after the start date of a cohort learning object (LO). All instances of this email are added to the email queue when the cohort is created. Any email triggers that are configured to be sent before the cohort start date are only sent if the email trigger is configured before the cohort is created. If the cohort start date is modified, then all queued emails are updated to reflect the new start date. This email can be sent as a notification, confirmation, or reminder to Cohort Instructor, Cohort Training Contact, Student, or a


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specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.

Register Cohort This email is triggered when a user registers for a cohort learning object (LO). This email can be sent as a notification to Assignor of the training, Cost center approver, Cost center owner, Cohort Instructor, Cohort Training Contact, User's manager, Student, User's Approver, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Request Cohort This email is triggered when a user requests a cohort learning object (LO). This email can be sent as a notification to Next approver if training request is pending, Cost center approver, Cost center owner, Cohort Instructor, Cohort Training Contact, User's manager, Student, Training Owner, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Video Comment - New

This email is triggered when a new comment is added to a collaborative learning video. This email can be sent as a notification to Cohort Instructor, Video Comment Author, Video Comment Author's Manager, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one.


Video Comment - Reply

This email is triggered when an instructor replies to a comment that was added to a collaborative learning video. This email can be sent as a notification to the Video Comment Author, Video Comment Author's Manager, or a specific user.


Connect (Old Connect) EmailsNote: Email links in Connect-related emails link to postings for portals that use Single Sign On (SSO). When users click the link in the email, the user is taken directly to the linked posting.

EMAIL NAME EMAIL DESCRIPTION ACTION

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TYPE

Comment Added - Subscribed Posting

Notify a posting subscriber that a comment has been added to the posting. Posting types where a comment or response is added include types, File, URL, Q&A, Suggestions, Forum, Blog entry, Webcast episode and Podcast episode.

Connect

Comment/Response Added to Posting

Notify a posting author that a comment has been added to the posting. Posting types where a comment or response is added include types, File, URL, Q&A, Suggestions, Forum, Blog entry, Webcast episode and Podcast episode. If a comment was made to the second author's posting in a blog, the email notification will go Author #2, not the author who created the first blog posting (Author 1).

Connect

Connect Posting Approval Request

User has added a posting which requires approval Connect

Connection Request A user has requested a connection Connect

New Connect Profile Comment Posted

Notify user that a comment has been posted to their Connect Profile. The email will contain text from Comment left on Profile.

Connect

New Posting Added - Subscribed Author

New posting has been added by your subscribed author

Connect

New Posting Added - Subscribed Topic

New posting has been added in a subscribed topic Connect

New Posting added to Blog/Podcast/Webcast

Notify users who are subscribed to a Blog, Podcast or Webcast, that a new posting has been added.

Connect

Posting Has Been Modified

Notify users who are subscribed to the posting, that the posting has been modified. All Posting types are recognized for this email trigger.

Connect

Question Answered Expert has answered a question in Connect Connect

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User has posted a question in Connect Connect

ILT Administration Emails


Advanced Registration Closed

Advanced registration expires ILT Administration

Advanced Registration Open

Advanced registration is open for interested users ILT Administration


The REASON.CANCEL.SESSION tag is available for the Cancel Session email so that the reason entered by the administrators when the session was cancelled can be included in the email. This tag will display the reason selected in the drop-down by the administrator who cancelled the session.

ILT Administration

Deny Facility Request

When a Facility/Location is requested for an Event/Session, a Facility Details window appears. Within this window is a Confirmation Required column with a selection box to require the location to be confirmed before the Session is approved. This email will fire to the selected recipients when the Event/Session is requested, followed by a denial from the administrator at the Facilities & Resources/View Facilities Requests function.

ILT Administration

Deny Instructor's Request

Instructor denied request for a Session ILT Administration

Deny Resource In the Facilities & Resources/View Resource ILT

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Request Requests functions, an administrator can view and respond to all Resource Requests. This email will fire once a Request is Denied.

Administration

Grant Facility Request

When a Facility/Location is requested for an Event/Session, a Facility Details window appears. Within this window is a Confirmation Required column with a selection box to require the location to be confirmed before the Session is approved. This email will fire to the selected recipients when the Event/Session is requested, followed by approval from the administrator at the Facilities & Resources/View Facilities Requests function.

ILT Administration

Grant Instructor's Request

Instructor grants request for a Session ILT Administration

Grant Resource Request

In the Facilities & Resources/View Resource Requests functions, an administrator can view and respond to all Resource Requests. This email will fire once a Request is Granted.

ILT Administration


Session is approved and available for enrollment. If this email is created with a Send To of "Interested users," it will trigger an email to users on the Interest Tracking list if the users are included in the session availability criteria for the session when that session is created.

ILT Administration

ILT Session Marked as Completed

Instructor marked Session as completed ILT Administration

Prerequisite is Due Prerequisite is due for a Session ILT Administration

Registration Deadline ILT Session registration deadline ILT Administration

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Request Facility Within the Session Schedule set-up, it is required to Request a Facility/Location for a Session. This email is fired upon request.

ILT Administration

Request Instructor This email is triggered when an instructor is requested (added or updated) for a session. This email is only triggered if confirmation is required for the instructor to be approved. This setting is configured when defining a part for a session.

ILT Administration

Request Resource In the Facilities & Resources/View Facilities Requests functions, Resources (projectors, chairs, etc.) can be applied to each Facility. Once Resources are set-up, they can be applied to a Session when creating/editing an Event/Session. When editing or creating a Resource, there is a box for an Approval Required selection. If this is selected, this email will fire to recipients such as the Resource owner or Session Contact for approval upon request.

ILT Administration

Request Webcast Instructor

Request Webcast instructor for a Session ILT Administration





ILT Administration

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Session End Date ILT Session end date ILT Administration

Session Post-work Due Date

This email is triggered by the due date of the session post-work. The email is sent to all users indicated in the email regardless of post-work completion status. For this email trigger, there is an option to indicate which parent the pre-work/post-work email is generating from.

o A separate email is fired for each individual post-work item.

o POSTWORK.TITLE is available to reference the title of the training item that is due. With this tag, administrators can create emails notifying the users of the courses that are due and the Sessions that they are associated with.

ILT Administration

Session Pre-work Due Date

This email is sent to a student a specified number of days prior to the start of an ILT session if they have not yet completed the session's pre-work assignments. If all pre-work is completed by the student prior to the trigger date for the reminder, the email is not sent to that student. If one or more pre-work assignments are not yet complete, however, the email reminder fires to the student. For this email trigger, there is an option to indicate from which parent the pre-work/post-work email is generating.

o A separate email is fired for each individual pre-work item.

o The PREWORK.TITLE tag is available to reference the title of the training item that is due. With this tags, administrators can create emails notifying the users of the courses that are due and the Sessions that they are associated with.

ILT Administration


Use Case: Use this trigger to remind users of the

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start date for a session for which they are registered. If configuring the Session Start Date email as a reminder, select "Reminder" in the Type field drop-down. Then, determine when the email should be sent by configuring the number of days/hours to send the email before the session's start date. Also, in the Send To field, be sure to send the email to "Registered Students."







Instructor Led Training Emails


Approve ILT Session Approval settings can be set within the Event/Session or within the user details page. If approval is required, the requested training will remain in pending approval status until the approver approves, defers, or denies the request. This email is fired when an Approver approves a request for an ILT session. This email can be used to notify the student that the request has been approved or to notify a particular approver in the approval workflow


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(e.g., Cost center approver or User's manager).

Assign ILT Session This email trigger will fire when a manager assigns an ILT session to users or an administrator uses a learning assignment to assign an ILT session to users.





Cancel Registration (without withdrawal penalty)

In the Event/Session Details step, there is a Penalty for Withdrawal column. If the Add Withdrawal Penalty is not selected, and the user withdraws from a Session, the selected recipients will receive this email stating that no withdrawal penalty has been applied.


Deny Exception Request

Once a user has submitted a Grant Exception Request, they will remain in Exception Requested status until an administrator makes the decision to grant or deny the request. Once the ILT administrator denies the user's request, this email will fire to the selected recipients.


Deny Waitlist Request

Once a user has submitted a Waitlist Request, they will remain in Waitlisted status until an administrator makes the decision to grant or deny the request. If the ILT administrator denies the user's request to attend a Session, this email will be triggered.


Exception Request An Exception Request is created when a user submits a request for an Event/Session in which the prerequisites are not met, or the Event/Session is not available to the user. When this type of request is submitted, the selected recipients will receive this email. Note: Within the Availability step when editing


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or creating an Event/Session, there is the option to not allow users to request this Session by Exception Request.

Grant Exception Request

Once a user has submitted a Grant Exception Request, they will remain in Exception Requested status until an administrator makes the decision to grant or deny the request. Once the ILT administrator grants the user's request, this email will fire to the selected recipients.





ILT Session Marked as Complete

This email can be used to notify users that an ILT session has been marked complete.





ILT Session Seats Available

The ILT Seats Available is sent to users when session seats are available when the following are true:

o The Allow Auto Management of Waitlist option is turned off for the session.

o The waitlist deadline is before the registration deadline, and the registration deadline has not yet passed.


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ILT Session Substitution

This email is fired to selected recipients when a user is withdrawn from an ILT Session, and another user has been registered as a replacement.


Request ILT Session This email trigger will fire when a user submits a request for an ILT session. This trigger can also be set up to keep session instructors, administrators, and session contacts informed with the details of the session.







The WITHDRAW.SESSION.LINK email tag can be added to Session Start Date emails via Email Administration. When learners receive an email

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using this tag, they will see a link instead of a tag. Clicking this link navigates them to the Cancel Registration page for the selected event.

Session Transcript Status Changed by Roster Submission

This Event is fired for each user separately by the instructor submitting the roster. This Event will only be fired for users whose Session transcript statuses have changed. For required evaluations attached to ILT sessions, you can configure this email trigger to automatically notify users as soon as the roster is updated and the session marked complete.

In this trigger, you can set a condition so that the email is only triggered when the student's status is changed to a specific status. For example, you can set the condition in the following syntax:


If the PENDINGEVALUATION status is used, then as soon as a user's attendance is updated on the roster and session marked complete, the user's transcript status changes to Pending Evaluation, (if the evaluation is marked as required) and this causes the email to fire to the user.


Waitlist Acceptance Deadline

Within the Session Details is a column called Waitlist Deadlines. In this column, the admin can set up a waitlist acceptance deadline within days and hours of the Session start time, purpose being to place an expiration time for the waitlist before the Session starts. This email will fire to let the user know a seat will not become available in the requested Session.


Waitlist Expires This email is triggered when a waitlist expires before the session start date.


Waitlist Request When sessions are set up, there is minimum and maximum registration which refers to the amount of seats available. When all seats have been filled, and the session is full, a user is asked if they would like to


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make a request to be placed into a waitlist. This does not guarantee a seat, but simply allows them to submit the request in case a seat becomes available. The Waitlist Request email will fire to approvers, managers, etc. when the user makes this request.

Withdraw from Waitlist

This email is fired to selected recipients when a user withdraws from a Session waitlist.


Knowledge Management (Old) Emails


Knowledge Bank Posting Request

Management User has added a Knowledge Bank posting which requires approval

Knowledge Management

Question Answered Expert has answered a Knowledge Bank question Knowledge Management


User has posted a question in the Knowledge Bank Knowledge Management

License Management Emails


License Added New batch of licenses added. License Management

License Expiration Occurs when a batch of licenses is going to expire. License Management

NASD Emails


FINRA Registration Email

Notify the user of FINRA Registration. NASD

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FINRA User Ref Email

Notify the user of FINRA User Ref Number. NASD

New Connect Emails


Assigned Connect Task

This email is triggered when a member of a Connect team is assigned a task within the team. This email can be sent as a notification to Task Assignee, Task Leader, Team Lead, or a specific user. Note: This email may be triggered when a Connect task is created or edited. When editing a task, the email is not triggered unless the task assignee is modified.

New Connect

Connect Team Feed User Update

This email is triggered when a member of a Connect team posts a user update to the Team Feed. This email can be sent as a notification to Team Members, Team Lead, or a specific user. Note: This email is triggered when a parent post is created, whether it is posted directly from the Team Feed page or through the Live Feed page. Any attached files or links from the user update do not display in the email.

New Connect

Connect Team Invitation

This email is triggered when a user receives an invitation to a Connect team. This email can be sent as a notification to Invitation Recipient or a specific user.

New Connect

Joined Community This email is triggered when a user becomes a member of a community. This email can be sent as a notification to New Member, Community Moderator, or a specific user. Note: For invitation only communities, this email is triggered when the user joins the community. For automatic enrollment communities, this email is triggered when the community settings are saved with the user being added to the availability criteria.

New Connect

Knowledge Bank/Communities New Completed

This email is triggered when a suggestion posting is marked as Completed in the Knowledge Bank or a community. This also applies when a posting is

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Suggestion marked as Completed, then unmarked as Completed, and then marked as Completed again. This email can be sent as a notification to Posting Creator, Community Moderator, or a specific user.

Knowledge Bank/Communities New Featured Posting

This email is triggered when a posting is marked as featured in the Knowledge Bank or a community. This email can be sent as a notification to Posting Creator, Community Moderator, Community Members, or a specific user. Note: This email is triggered any time a posting is marked as featured, even if the posting was unmarked and then remarked as featured. A recipient must match the following criteria to receive the email:




New Connect

Knowledge Bank/Communities New Posting Created

This email is triggered when a new Knowledge Bank or community posting is created. This email can be sent as a notification to Community Moderator, Community Members, Follower, or a specific user. A recipient must match the following criteria to receive the email:




New Connect

Knowledge Bank/Communities Question Answered

This email is triggered when a Q&A posting is marked as Answered in the Knowledge Bank or a community. This also applies when a posting is marked as Answered, then unmarked as Answered, and then marked as Answered again. This email can

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be sent as a notification to Community Moderator, Posting Creator, or a specific user.

Knowledge Bank/Communities Question Asked

This email is triggered when a Q&A posting is created in the Knowledge Bank or a community. This email can be sent as a notification to Expert, Community Moderator, or a specific user.

New Connect

Knowledge Bank/Communities Reply

This email is triggered when a user replies to a posting in the Knowledge Bank or a community. This email can be sent as a notification to Author, Community Moderator, Community Members, Follower, or a specific user. If the reply is added directly to the posting, then Author refers to the posting creator. If the reply is added to another reply, then Author refers to the posting creator and the author of the original reply. Note: This email is triggered even if the same user makes multiple replies to the same posting.

New Connect

New Connection Request

This email is triggered when a user receives a connection request. This email can be sent as a notification to Request Recipient or a specific user. Note: This email is only triggered for connections within New Connect, not Old Connect.

New Connect

Other Emails


Copy Down Scheduled



o DESTINATION.ENVIRONMENT

Other

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o PORTAL.NAMEo RECIPIENT.FIRST.NAMEo RECIPIENT.LAST.NAMEo REQUESTOR.EMAILo SCHEDULE.DATETIMEo SOURCE.ENVIRONMENT



Other



Other

Self Registration Emails


Activation Email This email is sent to users who submit a registration for a self-registration group that requires email verification. To include a link that the user will click to verify their email address for the self-registration, the following tag must be included in the body of the email: EMAIL.VERIFICATION.LINK

This tag will update with the self-registration email verification link automatically when the user receives the email.

Self Registration

Deny User Record This email is triggered by the user record approver Self

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denying a record. Registration

User Approve Record This email is triggered when a self-registered user record is approved. If self-registration user records do not require approval, then this email is triggered immediately. If approval is required, then this email is triggered when the user record is approved. This email can be sent to User, User's Approver, or User's Manager.

Self Registration

User Record Request This email is triggered by a self-registered user submitting their user record for approval.

Self Registration









Forget Password If the Password Reset Option in Password Preferences is set to Reset By Email Notification, then the Forget Password email is triggered when a user clicks Forgot Password? on the Login page.


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This email can be sent to External User or Internal User. If the user clicks Forgot Password? multiple times and a password reset URL is included in the email, then a new URL is generated for each email and the previous URL is no longer valid.





ORGANIZATIONAL UNIT








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ORGANIZATIONAL UNIT











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Test Engine Emails


Test Grading Notification

Notify the Test Grader of pending grade. Test Engine

Training Emails


Approve Training Request

This email is triggered when an approver approves a student's request for an online class, quick course, event, curriculum, library, posting, test, material, or cohort. The available recipients for this email are Training request approvers, Assignor of the training, Cost center approver, Cost center owner, User's

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manager, or Student.

Assign Evaluation Task

The Assign Evaluation Task email is triggered for each individual student either 30, 60, or 90 days after the course was completed by that user. The date that this email is triggered is now the same date that the level 3 course evaluation task appears in the user's Scheduled Tasks area.

The Assign Evaluation Task email is only triggered for courses that have a level 3 course evaluation task activated.

Training

Assign Survey Task Process Assign Survey Task email. When an administrator creates a new survey task, they select which users will be assigned the survey task. When the task is created and saved, an email is sent to the selected users (Assessors assigned to a task).

Training

Assign Training User is assigned an online class, quick course, event, curriculum, library, posting, test, or material to a user. This email is triggered when training is assigned through Global Search, Course Catalog, or through a learning assignment.

Training

Charge Credit Card Confirmation of credit card charge. This email is triggered when the user goes through the registration and purchasing process, and the purchase has been finalized.

Training

Defer Training Approval Request

Email will fire when Approval has been deferred to the next approver. The intended recipient is the next approver. If no additional approver is assigned, the email will not fire.


o When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the

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organization is using single sign on (SSO). The approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.


Deny Training Request

Once a user requests training, the system will check for required approvals from the user's approver. If an approval is required, the user's transcript will show a pending approval status. At this point the approver must either approve, defer, or deny the user request. If it is denied the user will receive this email.

Training

Employee Pays This email is triggered when a user requests training that requires payment. This will let the user know that they must pay to register for the training requested, before the training can be completed.

Training

Evaluation Task Due Process evaluation task due. This is triggered by the end date of a level 3 post-training course evaluation task. The end date is automatically calculated by adding the evaluation deadline specified on the Add Level 3 Evaluation page to the task start date.

Training

External Training Completion Request

User requests completion of external training course. If a user has an approver, and they mark external training complete, the status will stay in Pending Completion status until the approver marks it complete. This email fires to the approver as soon as the user marks external training complete.

Training

External Training is Complete

This email will fire once the user marks external training or free-form training completed.

Training

LO Post work Reminder

This email will serve as a reminder for registered employees to complete Post-work required for various non-ILT learn objects. This trigger works with Tests, Online Courses, Quick Courses, and

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Materials. When users complete training items that require Post-work, this email can serve as notification for users regarding the required Post work item.

On the Job Training Observer Notification

This email alerts observers when users have requested observation for a specific OJT item. It is triggered when a user clicks the Notify Observer button next to an OJT item on their learning transcript.

Training

Register User registers for an online course, quick course, library, posting, video, curriculum or external content. This email will fire once the user becomes registered for the training. If the training is set up to be pre-approved and registered upon approval, this email will fire upon request.

Training

Request External Training

User submits request for external training. This email is triggered when user adds external training to transcript.




Training

Request Training This email is triggered when a user selects the REQUEST button for an event, online class, quick course, curriculum, library, posting, test, or material.

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This email can be sent to Student, User's manager, Cost center owner, Cost center approver, or Next approver if training request is pending.

This email is triggered even if pre-approval is set for the LO. However, if "Next approver if training request is pending" is selected as the recipient, then the email is not triggered if pre-approval is set.

This email is not triggered when an ILT session is requested. For ILT sessions, the Request ILT Session trigger should be used.




Request Webcast User submits request for a webcast session. This email is triggered when a webcast session within an event is requested by a user.


o When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the organization is using single sign on (SSO). The

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approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.


SF-182 Form Approval Step Response

This email is triggered when an approver approves or denies an SF-182 request. The email can be sent to the following recipients:



Training

SF-182 Form Approved

This email is triggered when the final approver approves the request or if there were no approvers available to approve the request. The email can be sent to the following recipients:


Training

SF-182 Form Denied This email is triggered when an approver denies the request. The email can be sent to the following recipients:

o Cost center approvero Cost center ownero User's manager

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o Student

SF-182 Form Submitted

This email is triggered when an administrator, manager, or user submits an SF-182 request. The approval notification is sent to the first approver if an approval workflow is configured for the request. The email can be sent to the following recipients:



Training

Survey Task Due Process Survey Task Due email. This email works with the dates placed in the Date: section when creating a new survey task. The Reminder email type can be set up to remind the user within days, hours, or minutes before or after the survey task is due.

Training

Training Approval Reminder

Confirms or reminds that one or more approvers must approve or deny a training request. This email trigger is different from the Request Training trigger because it is available for sessions and can be sent to the same user repeatedly when configured as a reminder until the user completes the action identified in the email. The trigger fires when the following is true:

o When configured as a Confirmation type email, this email is only triggered when the training status is Pending Approval. This email is not triggered if the training has already been approved. Email stops being sent to an approver who has approved or denied the request.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve,

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Deny, and Defer deep links within the body of the email. Note: The Defer option is only available when enabled in the portal.



Training Completion Request Approved

Approver approves a training completion request. Training

Training Completion Request Denied

Approver denies a training completion request. Training

Training Completion Request

User requests completion of a training course.




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Training Exemption Request

When a user submits an exemption request, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default.

Training

Training Exemption Response

When a manager submits a response to a direct report's exemption request, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default.

Training

Training is Available This email is triggered when the available date is reached for a learning object in which the user has been assigned via a learning assignment. This email can be sent to Student or User's Manager. This email can be configured as a Notification type email. This email can be found in the Training action type section of Email Management.

Use Case: Use this trigger to send notifications to students when the training in which they are assigned is available to complete.

Training

Training is Completed

This email will fire once the user has successfully completed a session, online class, quick course, curriculum, library, posting, test, or material.

To include a link to an associated Level 1 evaluation within the Training is Completed email, enter the tag, EVALUATION.LEVEL1, into the email body. When the email is sent to a user, the tag text is replaced by the link to the evaluation associated with the training item the user completed. The user can click this link to access and complete the Level 1 evaluation. Note: If no evaluation is associated with the training that was completed, the tag is removed from the email body and no content displays in its place.

Training

Training is Due Occurs when training is due. When a due date is applied to training, this email will fire before, on, or after the due date. This is where the Reminder email type can be especially useful. The Reminder email can be set up to remind the user within days, hours,

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and minutes before or after the training is due. This email trigger will not fire for training that is in a Completed status.

Training Marked Exempt

When a manager or administrator marks an LO Exempt, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default.

Training

Training Plan Assigned

This email is triggered when a training plan is assigned and is triggered on the first day of the access period for a user who is a plan contributor or plan manager. The administrator can set a reminder before or after the training is assigned. If a planner's access period is changed, the user receives a new Training Plan Assigned email corresponding to the new start date of the access period.

Training

Training Plan Due This email is triggered on the last day of an access period for a plan contributor and also on the last day of a plan manager segment for a plan manager. The administrator can set a reminder before the due date arrives.

Training

Training Plan Removed

This email is triggered when a plan contributor or manager is manually removed from a training assignment via the View Details page. This email is also triggered when a plan contributor segment or plan manager segment is removed from the plan.

Training

Training Plan Submitted

This email is triggered when a plan contributor's training plan is submitted.

Training

Training Removed from Transcript

If enabled, this email is triggered when an administrator removes a training item from a user's transcript. This email is also triggered when a training item is dynamically removed because the user was dynamically removed from a dynamic learning assignment.

Training

Transcript Status Edited

When an administrator edits the user's transcript such as pricing, completion, due dates, etc., this email will be sent.

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Transcript Updated This email can be configured as a notification. When configured as a notification, this email is triggered when a transcript is updated via Data Merge. Either training records must be moved or an account should be deactivated for the email trigger to be activated. This email trigger is in the Training Action Type. This trigger can be sent to Destination User's Manager, Source User's Manager, Destination User, and Source User.

Training

Training Form Management Emails


Submit Training Form User submits a training form. Training Form Management

Training Form Approved

User's training form marked Approved by an Approver.

Training Form Management

Training Form Denied User's training form marked Denied by an Approver. Training Form Management

Training Form Task Assigned

Training form task assigned. Training Form Management

Training Form Task Due

Training form task due. Training Form Management

Training Unit Emails


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Training Unit Keycode: Monthly Balance Email

The email is triggered by the following:

o The Send monthly balance to training unit contact option is selected in Training Unit Preferences. The email provides recipients with the training unit balance and is sent on the last day of each month.At least one training unit contact must be a recipient, and the email can also be sent to specific users. When sending the email to a specific user, at least one training unit contact must be included as a recipient. If there are no training unit contacts included as recipients, then the email does not fire.

Note: The email must be enabled in Training Unit Preferences for the training unit contact's division.

Note: The training unit contacts that are recipients of the email are dependent upon the OUs for which the email is enabled in Training Unit Preferences. For example, if the email is enabled for Division A but not for Division B, then the email is only sent to training unit contacts in Division A.

o A new training unit key code is purchased through the Shopping Cart feature. The email is sent to the training unit contact when the action occurs.Note: If the training unit is purchased using a purchase order and the transaction is in a Pending Payment status, then the email is not triggered until the transaction is marked Completed in Manage Transactions. See Manage Transaction Overview for additional information.

Training Unit

Redeemed Training Units (KeyCode)

This email is triggered each time a key code is used. This email can be sent to a specific user, the TU Contact, or the TU Redeemer.

Training Unit

Training Unit Distribution Assigned

This email is triggered each time a distributor assigns training units to end users. This email can be sent to

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(Distributor) a specific user, the TU Recipient, the TU Creator, or the TU Distributors.

Training Unit Distribution Created (Distributor)

This email is triggered each time a training unit key code distribution is created, which can be an addition to an existing key code or the creation of a new key code. This email can be sent to a specific user, the TU Creator, or the TU Distributors.

Training Unit

Training Unit Distribution Created (KeyCode)

This email is triggered each time a training unit key code distribution is created, which can be an addition to an existing key code or the creation of a new key code. This email can be sent to a specific user, the TU Creator, or the TU Contact.

Training Unit

Training Unit Distribution Expires (Distributor)

This email is triggered each time a training unit key code distribution expires. This email can be sent to a specific user, the TU Creator, or the TU Distributors.

Training Unit

Training Unit Distribution Expires (KeyCode)

This email is triggered each time a training unit key code distribution expires. This email can be sent to a specific user, the TU Creator, or the TU Contact.

Training Unit

Training Unit Expires This email is triggered as a reminder that training units are scheduled to expire. This email can be sent to a specific user or the TU Recipient.

Training Unit

Training Unit Revoked (Distributor)

This email is triggered each time a distributor revokes training units from end users. This email can be sent to a specific user, the user whose TU has been revoked, or the user who revoked the TU.

Training Unit

Training Units Adjustment Email (KeyCode)

This email is triggered each time a key code balance is adjusted. This email can be sent to a specific user, the TU Creator, or the TU Contact.

Training Unit

Training Units Low Balance Notification (KeyCode)

This email is triggered when a key code balance reaches or falls below the predetermined balance set on the Training Unit Preferences page for the training unit redeemer. This email can be sent to a specific user, the TU Creator, or the TU Contact. Note: The balance that triggers this email is the balance set in

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the training unit redeemer's OU settings.Universal Profile Emails




Universal Profile



Universal Profile



Universal Profile




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Email Triggers for PerformanceThis page contains email triggers that may apply to organizations using the Performance solution.

Compensation Management Emails


Compensation Overall Task Completion

This email is triggered when the entire compensation task is completed for all assigned user.

Compensation

Compensation Task Approval Denied

This email is triggered when a compensation task is denied by the approver. This email is sent to the Compensation Manager.

Compensation

Compensation Task Assigned

User is assigned to a compensation task Compensation

Compensation Task Completion

This email is triggered when a compensation task is completed for a user, including all approvals.

Compensation

Compensation Task Due: Assignee

Compensation task is due for Assignee Compensation

Compensation Task Due: Task Approver

Compensation task is due for Task Approver. This trigger allows administrators to include the task assignee as a tag in the subject and body of the emails. This enables approvers who receive the emails to easily identify whose compensation task requires approval.


Compensation

Compensation Task Edited

This email notifies compensation managers (or other task assignees) that their submitted compensation plan has been edited by an approver during the approval workflow. The following actions trigger the

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email:

o An approver edits any component in the compensation plan during the approval workflow and saves the plan.

o The approver edits any component in the compensation plan during the approval workflow and subsequently approves or denies the plan.

Compensation Task Request Approval

Users requests approval for compensation task. This trigger allows administrators to include the task assignee as a tag in the subject and body of the emails. This enables approvers who receive the emails to easily identify whose compensation task requires approval.


Compensation

Compensation Task Reset

This email is triggered when a compensation task is reset by the administrator. This email is also triggered when a compensation task resets because the compensation manager is changed for a user.

Compensation






Observation Checklist Emails

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Checklist Approval Denied

This email can be configured as a notification. When configured as a notification, the email is triggered immediately after a checklist changes from Pending Completion Approval status to Denied status. The available recipients in the Send To and CC fields are User's Manager, Checklist Verifier, or Assessee.


Observation Checklist Assigned

This email is triggered when an observation checklist task is assigned.


Observation Checklist Changed

This email is triggered when the competency model of an observation checklist has changed.


Observation Checklist Completed

This email is triggered when an observation checklist is completed.


Observation Checklist Due

This email is triggered as a reminder when an observation checklist's due date is approaching.


Observation Checklist Pending Completion Approval

This email can be configured as a notification. When configured as a notification, the email is triggered immediately after a checklist changes from In Progress status to Pending Completion Approval status. The available recipients in the Send To and CC fields are User's Manager, Checklist Verifier, or Assessee.


Observation Checklist Removed

This email is triggered when an observation checklist is removed for a user.


Other Emails


Copy Down Scheduled

A copy down completely copies your database from one environment to another. The Copy Down Scheduled email is triggered when a copy down is scheduled in the environment in which the email is enabled. This email must be configured and enabled

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in each environment in which an organization wants to receive notifications when copy downs are scheduled. For example, if a copy down is scheduled in Pilot from Production, the email is only triggered if the email is configured in Pilot. This email trigger ignores deadbox settings.





Other



Other




This email is triggered when the entire assessment task is complete, regardless of the task due date. This email can be sent to the assessee or a specific


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user.




This is triggered when a user is selected as an assessor for a competency assessment task. This email is triggered when an assessor is selected during the task configuration, when assessors are selected by a reviewee from within the competency assessment (when approval is not required), and when a selected assessor needing approval is approved. This email can be sent as a confirmation, notification, or a reminder to Assessor(s) or a specific user.














This email is triggered when a development plan has been created by anyone other than the user. The user receives the email stating that a new development plan now exists in their list of


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development plans.





Development Plan Comment Added

This email is triggered when a comment is added to a user's development plan. This includes a comment added to the plan, a comment added to an objective, or when any comment receives a reply. This email is not triggered when the designated email recipient is the user who added the comment. For example, if the triggers is configured to send to the approver and the approver adds a comment to the plan, then this email is not triggered since the intended recipient is the one who added the comment. This email is available within the Performance Management action type, and it can be sent as a Notification to Dev Plan Approver or Dev Plan User.








o USER.FIRST.NAME - This displays the


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recipient's first name.o USER.LAST.NAME - This displays the recipient's

last name.




Development Plan Item Due Date Approaching

This email is triggered when a development plan item (either an action step or training item) is coming due. The user receives the email stating that they have a Development Plan item due date approaching. Reminder emails can be set similar to other reminder emails.












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Goal Assigned to You This email is triggered when a goal is created and assigned to a user by anyone other than that user (i.e., this email is not triggered if you create a goal for yourself). The goal owner or goal owner's manager will receive an email stating that a new goal now exists in their list of goals.



Goal Cancelled This email is triggered when a goal is cancelled by someone other than the goal owner. The email can be sent to either the goal owner or the goal owner's manager. If the goal owner cancels their own goal, the email is not triggered.











This email is triggered when a co-planner is added to a performance review from within the performance

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review task by the reviewer. Note: This email is ONLY triggered if a co-planner is added by the reviewee/reviewer from within the task (if the task is configured to allow reviewers to add co-planners), and this email is not triggered if a co-planner is added via Task Administration.

The available recipients are Reviewee, Reviewer (the reviewer who added the co-planner), and Co-Planners. Selecting Co-Planners triggers a separate email to all users who are named as co-planners for the task.

t

Performance Review Reviewer Commented

This email is triggered when a reviewer adds a comment as part of a discussion thread within an off-cycle performance review. Discussions cannot be part of a standard performance review task.









Reviewee will not receive any step email other than the self step and Similarly, a reviewer cannot receive


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any email for a Reviewee step.



Review Step Completed The Performance Review Step Completed email is only sent to other reviewers in the same sequence (if there is any). It is not designed to send email to own reviewer or the person (self) who is completing the review.









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The REOPEN.STEP.COMMENT tag displays the Reason commentary that was provided when the review step was reopened.

The REVIEW.REOPENED.STEP.DUE.DATE email tag displays the due date of the performance review step that is reopened. If no due date is defined for the step, then "No Due Date Defined" is displayed.










This email is triggered when a performance review task is completed (i.e., the overall performance review has been completed). This email can be set


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up as a reminder to go out at a certain time in relation to the completion of the task. The email can also be set up as a confirmation, notification, or promotional email.


Use Case: An administrator creates an Annual Performance Review task and would like all reviewees to be informed when the performance review has been completed. She configures the Performance Review Task Email to trigger on the date that the last step of the performance review task is due and sets the recipient as "Reviewee."




o Edits and resubmits a goal that has already been


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approved.o Attempts to cancel a goal that has been approved

when approval is required.


The email is sent to the user in the Approver role. If no approver is set or if goal approval is not required, the goal is automatically approved and no email is sent.


Succession Management Emails


Succession Task Assigned

If this email trigger is active when the SMP task is saved, an email is sent to the selected recipients. This email trigger can be sent to the SMP task recipient or a specific user.


Succession Task Due This email is triggered when a Task Owner step is due. This email is not triggered by the overall succession task becoming due. This email will still fire even if the task owner has already completed their SMP task. This email can be sent to the SMP task assignee or a specific user.


Succession Task Pdf Notification

This email is triggered when the PDF that is requested from either within a Succession task or from the Scheduled Tasks page is ready to be downloaded. The email includes a link to the PDF so that users can open the PDF directly from the email. If you modify this email, be sure to keep the PDF.LINK tag in the body of the email.

The email can be sent to Requester or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Succession Management action type


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section of Email Administration.

Succession Task Step Due

This email is triggered when a step (including a Review step) of a Succession Planning task is due. This email can be triggered as a notification or reminder to Assignee or a specific user.


Talent Conference Re-Scheduled

This email is triggered when a talent conference location, date, or time is modified and the talent conference is saved. This email is intended to inform moderators and reviewers of the updated location, date, or time of the talent conference. This email trigger also has a calendar meeting request file attached, which can be saved to the recipient's calendar tool. This email can be sent as a notification to Moderator, Reviewer(s), or a specific user. The Moderator and Reviewer roles are defined in the Talent Conference SMP task.




Talent Conference Scheduling Notification

This email is triggered when a talent conference is scheduled on the Talent Conference step of a Talent Conference succession task. This email is intended to inform moderators or reviewers of the talent conference location, date, and time. This email trigger also has a calendar meeting request file attached, which can be saved to the recipient's calendar tool. This email can be sent as a notification or a reminder to Moderator, Reviewer(s), or a specific user. The Moderator and Reviewer roles are defined in the Talent Conference SMP task.


o COMMENTS.TO.REVIEWER - This displays any comments that were entered by the moderator for


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the reviewer on the Talent Conference step of the task.

Talent Conference Summary Sign Off

This email is triggered when a talent conference is signed off. This email trigger enables moderators to notify reviewers that the Sign Off step is completed. This email can be sent as a notification to Moderator, Reviewer(s), or a specific user. The Moderator and Reviewer roles are defined in the Talent Conference SMP task.


Task Review Assignment Notification

This email is triggered when a user is assigned a Task Review step of a Succession Planning task. Note: A Task Review step is assigned when a Task Owner time period expires. This email can be triggered as a notification or reminder to Assignee or a specific user.








The EFFECTIVE.DATING.ERROR.DESCRIPTION tag can be included in the email message to include the description of the effective dating error. If there are multiple errors, then each error description is


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displayed on its own line in the message.






ORGANIZATIONAL UNIT





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ORGANIZATIONAL UNIT













Use Case: An administrator would like to be reminded that a training item is set to deactivate on December 31st. The Training Deactivation email is configured to trigger one week before the training


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item deactivates. When the administrator receives the email, the administrator reviews the training item to determine whether or not to reset the deactivation date, allow the course to become inactive, or remove the deactivation settings altogether.














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Universal Profile



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Email Triggers for RecruitingThis page contains email triggers that may apply to organizations using the Recruiting solution.






Employee Onboarding Emails


Employee Onboarding Cancelled

This email is triggered when Onboarding is cancelled. The email can be sent to Onboarding User, User's Approver, User's Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Employee Onboarding

Employee Onboarding Started

This email is triggered when Onboarding is started and when emails are configured for the given employee onboarding process. The email can be sent to Onboarding User, User's Approver, User's Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Employee Onboarding

Integration Task This email is triggered when a user is assigned an Employee

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Assigned onboarding task. This email can be sent to Assignee or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Use Case: Use this trigger to notify recipients that an integration task has been assigned.

Onboarding

Integration Task Completed

This email is triggered when an integration task is completed. The email can be sent to Onboarding User, User's Approver, User's Future Manager, User's Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Administration.

Use Case: Use this trigger to notify recipients that an integration task has been completed.

Employee Onboarding

Onboarding Form Assigned

This email is triggered when an onboarding form is assigned to a user through an onboarding workflow. The email can be sent to Form Assignee, User's Future Manager, or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Use Case: Use this email to notify or remind a user that they have been assigned an onboarding form as part of an onboarding workflow.

Employee Onboarding

Onboarding Form Completed

This email is triggered when an onboarding form is completed by a user. The email can be sent to Form Assignee, Form Assignee Manager, User's Future Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Management.

Use Case: Use this email to notify a user that they have been assigned an onboarding form as part of

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an onboarding workflow.

W-4 Forms Pending This email is triggered when a Forms Pending status is received from CIC Plus. The status is received when there are still pending W-4 forms for a user to complete after they have completed at least one W-4 form on the Paperless Employee website. The email can be sent to Onboarding User, User's Approver, User's Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Employee Onboarding action type section of Email Administration.

Use Case: This trigger notifies users that they have pending W-4 forms to complete.

Employee Onboarding








Form Management

Form Approval Required

This email is triggered when a form request is assigned to an approver. The email can be sent to Request Recipient or a specific user. This email can be configured as a Notification or Reminder type

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email. This email is active by default and can be found in the Form Management action type section of Email Administration.




Form Management

Form Completed This email is triggered when a form that is associated with a form task is completed. This email is not triggered if the form is not associated with a form task. The email can be sent to Form Assignee, Form Assignee Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Form Management action type section of Email Management.


Form Management




Form Management

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Copy Down Scheduled





Other


Other



Other

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Recruiting EmailsNote: The Offer Letter email action type is only available for portals with the Offer Letter Management functionality enabled.

Localization Note: For portals with multiple languages enabled, translated text displays in standard and custom emails, and localizable tags are localized. This allows emails to be received in the recipient's language and also allows email tags to display the translated values, when available. For example, if the job title is localized and included in the email, then the job title displays in the recipient's language. If the recipient's language is not available, then the job title displays in the language of the user who created or edited the job requisition.


Add Applicant This email is triggered when an applicant is added to a requisition from Manage Candidates, Candidate Search, Manage Applicants, or the Add Submission page of the Requisition Snapshot. This email can be sent to External Applicant, Internal Applicant, Applicant Reviewer(s), OU Approver, Hiring Manager, Requisition Owner(s). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use CaseUse this trigger to notify applicants or hiring managers when an applicant is added to a requisition. Applicants can be added to requisitions that they did not apply to from the View Requisition Details page. Applicants require this email as it includes a link to the requisition they were added to so that they can complete the application.



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Configuration Note: When creating the Add Applicant email, be sure to include the PASSWORD.RESET.URL tag so that applicants who do not have a profile on the career site will have quick access to the password creation page. When applicants click the link, they are taken to a page for the career site that prompts them to define a password.

Agency Submission Confirmation

This email is triggered when a Recruiting Agency submits an applicant. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner, Requisition Reviewer, Responsible Recruiting Agent, or a specific user.


Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a Recruiting Agency submitted an applicant to a requisition.

Recruiting

Applicant Review Feedback Received

This email is triggered when feedback for an applicant is submitted from the Resume/CV Review page. The email can be sent to Requisition Owner(s). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment t action type section of Email Management.

Use Case: An applicant reviewer access the Resume/CV Review page to review applicants. She clicks the ADVANCE button , and then she submits her decision. This will trigger the "Applicant

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Review Feedback Received" email, provided that it is active and configured in Email Management.

Applicant Status Change

This email is triggered when an applicant's status changes. The Applicant Status Change email must be defined for the associated status in order to trigger. When the email is sent, the recipient will receive the email in their language, if available for the portal. Note: The email is defined by the administrator or recruiter when configuring the requisition template or job requisition, respectively.

The email can be sent to Applicant Interviewer(s), Applicant Reviewer(s), External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Frequently Asked QuestionsHow do I define a status change email for the associated applicant status?Status change emails can be selected for each applicant status on the Applicant Review tab in requisition templates and the default requisition template, as well as when creating and editing job requisitions. See Status Change Emails.

Recruiting

Application Confirmation

When an applicant submits an application, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, or Requisition Owner.

This email also applies to applications submitted via a mobile device. For mobile submissions, the email may be triggered multiple times, depending on the number of times the application is submitted. For example, if the applicant submits a partially completed application from their mobile device, and then completes and submits the application from a desktop device, the Application Confirmation email is sent both times the application is submitted.

The Availability setting for this email can be

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configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.

Use Case: Use this trigger to send confirmation emails to applicants after they successfully complete an application.

Application Confirmation - As Guest

This email is triggered when a user submits an application as a guest. The email can be sent to External Users, Hiring Manager, or Requisition Owner. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

The email can include a PASSWORD.RESET.URL tag so that applicants can define a password on the career site for their profile.

Apply as Guest Applicants and Creating Accounts on Mobile-Friendly Career SitesThe Application Confirmation - As Guest email is important to configure for mobile-friendly career sites. When configured and active, all applicants who apply to jobs on mobile-friendly career sites via the Apply as Guest feature will be sent the Application Confirmation - As Guest email, even if they haven't created an account.

This provides applicants with a path back to the career site so that they can create an account.

Claiming an AccountWhen an applicant who has applied as a guest returns to the career site for the first time to check the status of their application (take an assessment, schedule an interview, etc.) they have two options:

Option 1: Create an account. Because they applied as a guest, most likely they will create a new account with the same email from their application because they have not done this yet. When they create an account, the system will automatically sync their previous application be to their newly claimed

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account. Their profile will display any previous applications tied to the email address they used to create their account.

Option 2: Go through the forgot/create password flow. If a user remembers that they applied as a guest but did not create a password, then they can trigger the reset password workflow by clicking the Forgot Password link. This will also allow them to create a new password, and then log in to their portal and see all previous applications.

Assign Applicant Assessment

When an assessment is assigned to an applicant, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, or Requisition Owner.

Use Case: Use this trigger to send emails to applicants when they are assigned an assessment. The email can include a link to the job application so that the user can easily take the necessary next steps.

o When sent to an external user, the assessment link tag displays as a deep link to the Login/Self Registration page for the career site. After successful login, the user is presented with the assessment immediately.

o When sent to an internal user, the assessment link tag displays as a text string: "Navigate to your Transcript to complete this assessment."

Recruiting

Assign Applicant Training

When training is assigned to an applicant, a notification email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, or Requisition Owner.


Use Case: Use this trigger to send emails to

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applicants when they are assigned training. The email can include a link to the job application so that the user can easily take the necessary next steps.

o When sent to an external user, the training link tag displays as a deep link to the Login/Self Registration page for the career site. After successful login, the user is presented with the training immediately.

o When sent to an internal user, the training link tag displays as a text string: "Navigate to your Transcript to complete this training."

Assign Integration Assessment

This email is triggered when an Edge integration assessment is assigned to an applicant, such as a WOTC assessment. This email can be configured as a notification or a reminder, and it can be sent to External Applicant, Internal Applicant, OU Approver, Hiring Manager, OU Approver, or a specific user.

Note: The APPLICANT.INTEGRATION.ASSESSMENT.LINK tag must be included in the email. This tag provides a link that the applicant can click to access the assessment.

Note about Auto-Assignment of Pre-Employment Verifications: This email also applies to auto-assignment of pre-employment verifications, via the Automated Candidate Progression (Early Adopter) functionality. For more information, see Feature Activation Preferences.

Recruiting

Background Check Assigned

This email is triggered when a background check is assigned to an applicant. This assignment is dictated by successful assignment in the vendor integration and not solely by clicking the Assign link for a background check. This email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment

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action type section of Email Management.


Use Case: Use this trigger to send notifications to applicants when they are assigned a background check to complete.

Background Check Complete

This email is triggered when a background check is completed. This assignment is dictated by successful completion of the background check in the vendor integration. This email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to send notifications to recruiters when a background check is complete.

Recruiting

Candidate Hired This email is triggered when a candidate's applicant status is changed to Hired. The email can be sent to Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

Use Case: Use this trigger to notify recipients that a candidate's applicant status has been changed to Hired. This status change indicates that a hiring decision has been made.

Note: Offer letter related tags are only populated in the email if the offer letter has been accepted.

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Candidate Offer Response Received

This email is triggered when a candidate response is recorded for a candidate. The email can be sent to Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

Use Case: Use this trigger to notify recipients that a candidate response has been recorded for a candidate. This email can also be triggered when a user manually records a response for the candidate from the Offer Letter Management table or when the candidate responds to an offer letter from their My Profile page.

Recruiting

Connect With Us New User

This email is triggered when a user submits their information via Connect With Us. The email can be sent to External Users. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment t action type section of Email Management.

Recruiting

Disposition When an applicant is passed on, a notification or reminder email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner, or Requisition Reviewer.


Use Case: Use this trigger to send notifications to applicants when they are passed on for consideration. The trigger can be configured as a reminder to delay response back to the applicant as necessary.

Recruiting

Email Applicant When a user manually emails an applicant, a notification can be sent to External Applicant or Internal Applicant. This email can be triggered from the Manage Applicants or Application Profile page.

The Availability setting for this email can be

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configured so that the email triggers for external candidates. The system checks the indirect OU designations for external candidates and sends the appropriate emails for which they meet the availability criteria.


The EMAIL.CUSTOM.MESSAGE tag can be included as a placeholder in the email. The tag will be replaced by the text in the Custom Message field when emailing applicants via the Send Email from Template action on Manage Applicants or the Application Profile page.

Note: When including the EMAIL.CUSTOM.MESSAGE tag, a carriage return is automatically included at the end of the message that replaces the tag. If you do not want an extra line between the end of the custom message and the rest of the email, place the EMAIL.CUSTOM.MESSAGE tag directly next to the text that follows the custom message.

Note: If you do not include the EMAIL.CUSTOM.MESSAGE tag, the ability to add a custom message is not available when sending a template email from the Applicant Profile page.

Use Case: Use this trigger when sending ad hoc emails to applicants. Ad hoc emails can be sent from the Manage Applicants or Applicant Profile pages. Emails can be sent to one applicant or a batch of applicants.

Email Offer to Candidate

This email is triggered when an offer is emailed to a candidate. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Next Level Hiring Manager, or a specific user.

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Use Case: Use this trigger to send an offer letter to a candidate. This trigger can also be used to notify other users that an offer letter has been sent to the candidate. Note: If the offer letter is attached to the email as a PDF, any other attachments added during the Send to Candidate workflow step are also added to the email as attachments.

(missing or bad snippet)Interview Cancelled Notification

This email is triggered when an interviewer is removed from an interview session or when an interview session is cancelled. The email can be sent to Applicant Interviewer(s) or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

This email is used when sending Outlook Meeting Invite cancellations. The email contains an ICS attachment if an ICS attachment has already been created for the interviewer or for the session being cancelled.

Use Case: When an interviewer needs to be removed from an interview session or if an interview session needs to be cancelled, this email trigger is sent in order to notify the interviewer of the cancellation.

Best Practice: It is a best practice to include the COMMENTS.TO.INTERVIEWER tag in the email. This tag will show recipients any comments that the interview scheduler included when cancelling the interview. If this tag is not present in the email, and the interview scheduler entered a comment when cancelling the interview, then the comments will not appear in the email to recipients.

Interview Manager Note: The Interview Manager page is automatically enabled for interviewers. If the interviewer is removed from an interview, the Interview Manager page is no longer visible. Any comments regarding the interview are no longer accessible to the interviewer.

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Interview Recommendation Nudge

This email is triggered when a user selects the Nudge Interviewer link from the Options column on the Interview Manager page. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Recruiters may want to nudge interviewers when they have not completed their recommendation for an interview. Use this email trigger to notify interviewers that they need to complete their interview recommendation.

Recruiting

Interview Recommendation Pending

This email is triggered when an interview recommendation is pending a response from an interviewer. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification or Reminder type email. For Reminder type emails, the reminder is triggered a set number of days, hours, or minutes after the initial interview request is sent. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Use this trigger to send notifications to interviewers when an interview is pending their recommendation. Administrators may want to configure this trigger to fire automatically as a notification or reminder to interviewers to complete their interview recommendations.

Recruiting

Interview Recommendation Recorded

This email is triggered when an interview recommendation is recorded by the interviewer. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management. Note: This email fires when recommendations are recorded either in Cornerstone or HireVue for video interviews.

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Use Case: Recruiters and Hiring Managers may want to see when an interview recommendation is recorded for an interview. Use this email trigger to send updates whenever a recommendation in recorded for an interview.

Interview Scheduling Notification - Applicant

This email is triggered when an applicant scheduling notification is sent to the applicant, and is also triggered when an applicant self scheduled an interview for an interview event. The email can be sent to External Applicant, Internal Applicant, or a specific user. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: When a recruiter schedules an interview, they may want to send a notification to the applicant about the scheduled date, time, and interview type. Use this trigger to notify the applicant that an interview session is scheduled.

Recruiting

Interview Scheduling Notification - Interviewer(s)

This email is triggered when an interview scheduling notification is sent to interviewers. The email can be sent to Applicant Interviewer(s) or a specific user. This email can be configured as a Notification or Reminder type email. For Reminder type emails, the reminder is triggered a set number of days, hours, or minutes before the interview start time. This email is active by default and can be found in the Recruitment action type section of Email Management.

This email is used when sending Outlook Meeting Invite requests. The email contains an ICS attachment if Outlook notifications are enabled by the administrator in Interview Management Preferences.

This email is used when using Outlook Scheduler to preview the email, if the Outlook scheduling option is enabled by the administrator in Interview Management Preferences.

Use Case: When a recruiter schedules an interview, they may want to notify the interviewers about the scheduled date, time, and interview type. Use this trigger to notify the interviewers that an interview

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session is scheduled.

Interview Scheduling Response

This email is triggered when a scheduling response is recorded from Outlook. The email can be sent to Requisition Owner(s), Applicant Interviewer(s), Hiring Manager, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

This email is used when Outlook Meeting Invite requests are accepted or denied. The email only fires when the recipient responds with either Accept, Tentative, or Decline. If the recipient responds with Tentative, then the response is treated as a decline. Note: The option to accept or decline a meeting invite is a standard feature in Outlook. This email fires when the recipient clicks either the ACCEPT or DECLINE button in the invite.

Use Case: Owners and hiring managers may want to be updated when an interview request response is recorded in Outlook. Use this email trigger to send notifications to recruiters when a response is recorded in Outlook.

Recruiting

Invitation to Apply This email is triggered when an invitation to apply is sent. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, Invitation Recipient, or a specific user.

Use Case: Use this trigger to send invitations to apply to applicants who have not completed an application or who were found during an applicant search.

Note: The APPLICANT.STATUS, APPLICANT.STATUS.CHANGE.DATE, APPLICATION.DATE, and APPLICATION.REVIEW.LINK tags are not available for this email trigger.

Recruiting

Invitation to Interview Event (Applicant Self Schedule)

This email is triggered when a recruiter sends a self schedule invitation to an applicant for an interview event. The email can be sent to Applicant, Hiring

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Manager, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Use this email to send a message to the applicant regarding self scheduling an interview event. With this link, the applicant can schedule themselves into an interview event.

Job Alert This email is triggered when a requisition is posted that meets an internal or external applicant’s job alert criteria. This email can be sent to Alert Recipient (Internal) or Alert Recipient (External). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

For external recipients who elect to receive daily job alerts, the job alerts are sent at 1:00am PST each day but only if there is at least one open requisition that meets the criteria the applicant defined for the job alert. Note: If a requisition opens and closes in the same day, the closed requisition is not included in the daily job alert.

For external recipients who elect to receive weekly job alerts, the job alerts are sent each week at 1:00am PST beginning one week from the date on which the job alert is created. However, the email is only triggered if there is at least one open requisition that meets the criteria the applicant defined for the job alert.

Use Case: Use this trigger to send job alerts to internal and/or external applicants, informing them of open requisitions that match their job interests. For external recipients, the email is triggered on either a daily or weekly basis, depending on how the external applicant configures the job alert on the career site. For internal recipients, the email is triggered immediately when a job, for which the user has expressed an interest, is posted to Career Center, provided the user meets the availability criteria for the

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requisition.

Merged Duplicate Applicants

This email is triggered when a duplicate applicant is merged under a target profile. The email can be sent to Hiring Manager, Merged Applicant, Requisition Owner(s), Target Applicant (this is defined as the applicant with whom the merged applicant is merged), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruiting action type section of Email Management.

Use Case: Use this trigger to send notifications that duplicate applicant profiles have been merged and that all merged applications are compiled under the target profile.

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New Applicant Comment Posted

When a user posts a new comment for an applicant, a notification email can be sent to Requisition Owner, Hiring Manager, OU Approver, or Applicant Reviewers.

Use Case: Use this trigger to send notifications to users who are interested in receiving emails when new comments are posted for applicants. Reviewers may want to see what other reviewers are commenting about an applicant.

Recruiting

New Profile Creation When a user creates a new applicant profile, a notification email can be sent to User. This trigger is used to inform applicants that they created a new profile. Note: This trigger only works for profiles created from the Create Profile page and does not trigger emails when applicants use LinkedIn or other 3rd party profile generation tools.



Use Case: Use this trigger to send emails to applicants to confirm that they created a new applicant profile. This trigger could be used to drive applicants back to a Career Site after they create a profile.

Recruiting

Offer Approval Decision

This email is triggered when an approver records an approval decision for an offer. The email can be sent to Requisition Owner, Hiring Manager, Next Level

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Hiring Manager, or a specific user.Use Case: Use this trigger to notify recipients that an offer letter approval decision has been made by an approver.

Offer Pending Approval

This email is triggered when an offer requires approval. The email can be sent to Next Approver, Requisition Owner, Hiring Manager, Next Level Hiring Manager, or a specific user.

Reminder emails are triggered when an offer that requires approval has not been responded to by the approver. The email continues to fire based on the interval configured for the reminder.

Use Case: Use this trigger to notify recipients of an offer that requires their approval. It is possible (and likely) to send multiple emails using this trigger at multiple times.

o If the approval workflow utilizes sequential approval by multiple recipients, then the email is sent to the next approver only after the previous recipient approves the offer.

o If the approval workflow utilizes concurrent approval by multiple recipients, then the email is sent to all recipients within a tier simultaneously.

Use Case: Use this trigger to remind recipients of an offer that requires their approval. It is possible (and likely) to send multiple emails using this trigger at multiple times.

Note: If the recipient is "Next approver(s) if offer is pending" and there is at least one approver who is configured on the offer letter as "Approver," then the Offer Pending Approval email is only sent to the "Next approver(s) if offer is pending" recipient. This means that users who are defined as "Notification-Only Approver" on the offer letter will not also receive this email.

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Onboarding Notifications

This email is triggered when the SEND button is clicked in the Send Onboarding Notifications pop-up from the Applicant Profile page. This email can be sent to External Applicant, Hiring Manager, Internal

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Applicant, Next Level Hiring Manager, Requisition Owner(s), Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to notify the applicable personnel of a new hire's start date to ensure that the necessary provisions will be provided in preparation for beginning employment.

Use Case: When a hiring manager brings on a new person in a Sales position, the recruiter needs to work with a number of different groups within the organization to prepare for the new employee’s first day. At the very least, this involves six departments and personnel, including the following:

o The Technology team needs to provision a new computer and telephone.

o The Facilities team needs to ensure building access and parking for the new employee, as well as a clean workspace.

o Human Resources needs to distribute new hire materials and gather personnel information.

o Finance needs to set up accounts for the new employee.

o The Training team needs to register the employee for trainings.

o The new hire’s manager should be notified of the start date and should be prompted to prepare for the new employee’s arrival.

By configuring emails to be sent to each of these departments and personnel, the hiring manager can ensure that all pertinent parties are notified of their responsibilities well in advance of the employee's start date.

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Best Practice: It is a best practice to provide a clear title for each email template. Typically, this email is only sent by recruiters who do not have access to Email Management from which to view the email content. Recruiters select one or more of the email templates from the Applicant Profile page, but they are not able to preview the email before sending it. Providing a clear title for each email helps recruiters know which template(s) are appropriate to select when sending onboarding notifications. Without a clear title, recruiters may send the wrong emails and fail to notify the appropriate personnel about upcoming new hires.

OnDemand Video Interview Assigned

This email is triggered when an On Demand Video Interview is assigned to an applicant. The email can be sent to Applicant Interviewer(s), External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to send notifications to applicants when they have been assigned an On Demand Video interview. This email may include a link for the user to complete their video interview, if the appropriate tag for the link is included in the body of the email.

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OnDemand Video Interview Completed

This email is triggered when an applicant completes an On Demand Video interview. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner(s), Applicant Interviewer(s), or a specific user. This email can be configured as a Notification type email. This email is

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active by default and can be found in the Recruitment action type section of Email Management.


Use Case: Use this trigger to send notifications to requisition owners and interviewers when an applicant completes an On Demand Video interview. Interviewers may want to use this email trigger as a notification to let requisition owners and interviewers know when to review an applicant’s submitted video interview.

Referral to External User

This email is triggered when a user refers a requisition in the internal career site or Career Center (Legacy). The email can be sent to Hiring Manager, Referral Recipient, Requisition Owner(s), Requisition Reviewer(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section in Email Management.

Note: A custom message can be added by the sender. In order for a custom message to appear to the recipient, the EMAIL.CUSTOM.MESSAGE email tag must be included when configuring the email in Email Administration.

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Referral to Internal User

This email is triggered when an employee refers a requisition via email to another employee. The email can be sent to User, Referral, or a specific user.

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Reminder to Apply This email is triggered when an applicant expresses interest in a job by creating a job alert. The email reminds applicants to apply for the job after creating a job alert for the requisition. The email displays to the applicant in the applicant's browser language.

The content of the email is as follows:

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EMAIL FIELD

CONTENT

Subject

Reminder to Apply - [Position Name]

From Address

[System default email address that displays in the From field for emails in Email Management]

Message

Thank you for your interest in the [Display Job Title] position at [Organization Name]. In order to be considered for this position, please submit an application by clicking on the link below.

[Position Name] Apply Now 

Thank you.

[HTML version of External Job Details page]

Note: The link to apply to the requisition is unique to the applicant and the source from which the applicant arrived at the career site. Clicking the [Position Name] Apply Now link opens the Job Details page on the same career site for the requisition from which the applicant created the job alert.

Use Case: An administrator activates the Reminder to Apply email in Email Management to ensure that applicants are reminded to apply to job requisitions for which they express interest.

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Requisition Approval Final Status

This email fires when a final approval or denial decision is reached for a requisition that is pending approval. The email is used to send notifications about the final status of a requisition to the requisition owner, reviewer, and other users. The email can be sent to a specific user or the role of Requisition Owner, Hiring Manager, or OU Approver.

Use Case: A hiring manager would like to be informed when a requisition for which they are an approver is approved or denied. The administrator configures the Requisition Approval Final Status email to be sent to the hiring manager when the requisition has a final approval or denial status.

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Requisition Closed/Cancelled

This email is triggered when a requisition is closed or cancelled. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, Recruiting Agencies, Active Applicants, or a specific user. Note: Sending to Recruiting Agencies includes the email address that is associated with the default user defined for the agency by the administrator.

The Availability setting for this email can be configured so that the emails trigger for external candidates.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a requisition has been closed or cancelled.

Recruiting

Requisition Pending Approval

When a requisition requires approval, a notification or reminder email can be sent to Next approver if requisition is pending, Requisition Owner, or Hiring Manager.

When configured as a reminder email, the emails are triggered when the approver has not yet submitted an approval decision for a requisition by the time the reminder time has elapsed. The email continues to fire based on the interval configured for the reminder.

Use Case: Use this trigger to notify recipients of a requisition that requires their approval. It is possible to send multiple emails using this trigger at multiple times.

o If the approval workflow utilizes sequential approval by multiple recipients, send email to next approver only after previous recipient approves the requisition.

o If the approval workflow utilizes concurrent approval by multiple recipients, send email to all recipients within a tier simultaneously.

Use Case: Use this trigger to remind approvers repeatedly that they have one or more requisitions pending approval. The reminder helps to ensure that requisitions are approved in a timely manner.

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Requisition Posted to Agency

This email notifies recruiting agencies that a new requisition has been posted. This email can be sent to Recruiting Agencies, Hiring Manager, Requisition Owner(s), and Requisition Reviewer(s). This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment t action type section of Email Management.

Note: This email will fire each time the POST button is clicked in the Recruiting Agencies section of the Edit Postings page, even if there are no changes to the postings for the agencies that are listed. For example, a requisition is posted to Agency A. The next day, the same requisition is posted to Agency B. Agency A will receive the Requisition Posted to Agency email both times the requisition is posted.

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Requisition Posted This email is triggered any time a requisition moves to the Open status, regardless of whether or not the requisition is being posted at that time to any career sites, job boards, etc. The email can be sent to Requisition Owner, Requisition Reviewer, Hiring Manager, or a specific user.

Open Status Note: If there is no approval workflow, a requisition moves into an Open status immediately upon submission. If there is an approval workflow, the requisition moves into an Open status when the approval workflow is completed.

Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a requisition has been posted. This trigger will also send notifications when a requisition is edited and re-opened.

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Requisition Request Response

This email is triggered when a requisition request is accepted or declined. The email can be sent to Request Reviewer(s), Requester, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

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Use Case: Hiring managers would like to be notified when a reviewer responds to their requisition request. This email is used by hiring managers to view the response to their requests.

Requisition Request Submitted

This email is triggered when a requisition request is successfully submitted. The email can be sent to Request Reviewer(s), Requestor, or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Requisition reviewers would like to be notified when a hiring manager submits a requisition request. This email is used by reviewers to know when they have a request to review.

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Review Applicant This email is triggered when an applicant is moved into a Review status type. The email is also triggered when a new reviewer has been added, and the applicant is already in a Review status type.

This is a Notification type email and can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner, or Requisition Reviewer.


When configuring this email, you can include the REVIEW.APPLICANT.RESUME.LINK tag. This tag displays the applicant's full name as a link that opens the Resume/CV Review page.

Use Case: Use this email to send notifications to reviewers and hiring managers when an applicant is ready to be reviewed.

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Review Applicant This email provides applicant reviewers with a daily Recruiting

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Daily Summary summary of applicants who have been moved to the first instance of the status type of Review, whether for open or closed requisitions. In addition, a new email tag is added.

This email is triggered once a day at 5:00pm GMT. This email only fires if there is at least one applicant who has been moved into the first instance of the Review status type for a requisition during the past day.

This email can be sent to Applicant Reviewer and cannot be carbon copied. This email can only be configured as a notification type email and is active by default.

Note: This email is only available to users with permission to review requisitions.

Use Case: An executive is an Applicant Reviewer for several open requisitions within a corporation. The executive currently receives one email for each applicant who is moved to the first instance of a Review status type for each requisition for which the executive is an applicant reviewer. This results in a large quantity of emails. Instead, the executive would like to receive one email daily that lists all applicants who have been moved into the first instance of the status type of Review for all of the requisitions for which the executive is listed as a reviewer.

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Implementation Note: A status type of Review must be active in Applicant Statuses in order for the Review Applicant Daily Summary email to trigger. The email must also be configured and active in Email Management.

Email Tag SSO Note: The REVIEW.APPLICANT.RESUME.SUMMARY email tag is SSO enabled. Hiring managers can click the link and access applicants without having to log in to the portal. For organizations that do not use SSO, hiring managers will be directed to the custom login page.

Send Offer to Candidate Profile

This email is triggered when an offer is sent to a user's candidate profile. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Next Level Hiring Manager, or a specific user.Use Case: Use this trigger to notify a candidate that they have an offer letter pending approval in their candidate profile. This trigger can also be used to notify other users that an offer letter has been sent to

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the candidate.

SHL Assessment Assigned

This email is triggered when an SHL assessment is assigned to an applicant. One email is sent per assessment, even if there are multiple assessments in the same application workflow. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner(s), or a specific user. This email can also be sent to a specific job role, which includes Hiring Manager, OU Approver, and Requisition Owners(s). This email can be configured as a Notification or Reminder type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: An applicant begins an application and requests an assessment. The applicant does not finish the assessment. At a later date, the applicant needs a way to return to assessment. The applicant can access the Assessment Assigned email that includes a link to their applicant profile for the specific position.

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SHL Assessment Complete

This email is triggered when an SHL assessment is completed by an applicant within the vendor integration site. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, OU Approver, Requisition Owner(s), or a specific user. This email can be configured as a Notification type email. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Hiring managers would like to be notified when an applicant has completed an assessment so that they can view the assessment results on the Manage Applicants page.

Note: Once the applicant submits the application, if the assessment completion email is configured for the portal, then the email is triggered for each completed assessment in the application. A single completion email is not sent for all of the assessments in an application.

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Submission Accepted as Applicant

This email is triggered when a submission is accepted as a qualified applicant, which is also known as the point at which the submission receives a candidate date in the database. The email can be sent to External Applicant, Hiring Manager, Internal Applicant, Requisition Owner, Requisition Reviewer, Responsible Recruiting Agent, or a specific user.


Use Case: Use this trigger to send notifications to owners, reviewers, or recruiting agency users that a submission was accepted into the Applicant pool for a requisition. The accepting of a submission indicates that the submission is a qualified applicant and may trigger cost updates for the Recruiting Agency.

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Today’s Scheduled Interviews

This email is triggered at the beginning of each day and provides a list of the interviews that are scheduled for the day on which the email is triggered. The email can be sent to Applicant Interviewer(s). This email can be configured as a Notification type email. This email is sent at 5 a.m. each day if the email is active, but the email is only sent to interviewers who have one or more interviews scheduled for the day on which the email is sent. This email is active by default and can be found in the Recruitment action type section of Email Management.

Use Case: Use this trigger to send notifications to owners and interviewers when they have interviews scheduled. Interviewers and recruiters may want to a full day summary of all interviews that they have scheduled for the current date.

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Voluntary Withdrawal This email is triggered when an applicant voluntarily withdraws their submitted application. The email can be sent to External Applicant, Hiring Manager,

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Internal Applicant, Requisition Owner, Requisition Reviewer, Responsible Recruiting Agent, or a specific user.Use Case: Use this trigger to send notifications to owners and reviewers when an applicant chooses to withdraw from an application. Administrators may also want to send a confirmation email to the applicant after they have withdrawn their application.

Note: See the Overview topic in the Agency Portal section of Online Help for more information about the Responsible Recruiting Agent role.









Forget Password If the Password Reset Option in Password Preferences is set to Reset By Email Notification, then the Forget Password email is triggered when a user clicks Forgot Password? on the Login page. This email can be sent to External User or Internal


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User. If the user clicks Forgot Password? multiple times and a password reset URL is included in the email, then a new URL is generated for each email and the previous URL is no longer valid.





ORGANIZATIONAL UNIT









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This is triggered by the user getting automatically


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updated to a new version of a LO. This email is only triggered by updates to LOs that are versioned, such as a test or curriculum.











Universal Profile



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Universal Profile




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Email Calendar OptionsCalendar options are available in Email Administration and for custom emails for sessions.

Calendar options provide seamless integration with a user's Outlook or Google calendar. Administrators can configure calendar meeting emails not only to add sessions to a user's calendar but also manage updates to the session. This functionality is available from any device used to manage one's Outlook or Google calendar, such as a PC, laptop, mobile phone, or tablet computer.

Calendar OptionsThe following options are available in the Calendar Options field:

o Meeting invite - This option sends the email as a meeting invite with the standard meeting options. For Google Calendar meeting invites, the event is automatically added to the user's calendar and set to busy even if no response is provided. The meeting responses do not affect the user's registration status in the system. The event description displays the body of the email trigger. The maximum number of characters that will be displayed in the event description is 8,192. Any additional characters are removed. Any users in the CC field also receive a meeting invite.o Yes - Selecting this option keeps the event on the user's calendar with a Yes

status.o Maybe - Selecting this option keeps the event on the user's calendar with a Maybe

status.o No - Selecting this response removes the event from the user's calendar. This

does not affect the user's registration status.o Calendar attachment - Selecting this option sends the email with a calendar

attachment. When the attachment is opened and saved, the session is automatically added to the user's calendar.

o None - This option is selected by default. Selecting this option sends the email without calendar features.

o Reminder (Outlook only) - The reminder functionality only applies to Outlook meetings.

Multi-part SessionsWhen configuring meeting invites for multi-part sessions, each session part triggers an individual email.

Emails Triggered When Editing a Session PartWhen editing a session part, the following updates trigger a new email:

o A new session part is added.

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o A session part is cancelled.o The time, name, or location of a session part is modified.

Email FormatOn the Create New Email page for emails that support calendar options, Email Format options are available. The administrator can choose between the following two radio button options:

o Outlook - Select this option to ensure the email meeting invitation will be formatted correctly for Outlook.

o Other - Select this option to ensure the email meeting invitation will be formatted correctly for other email providers, such as Gmail, Yahoo, and others. This option is selected by default.

Emails TriggersThe Calendar Options and Email Format options are only available for the following email triggers:


Approve ILT Session Approval settings can be set within the Event/Session or within the user details page. If approval is required, the requested training will remain in pending approval status until the approver approves, defers, or denies the request. This email is fired when an Approver approves a request for an ILT session. This email can be used to notify the student that the request has been approved or to notify a particular approver in the approval workflow (e.g., Cost center approver or User's manager).





Cancel Registration In the Event/Session Details step, there is a Penalty Instructor

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(without withdrawal penalty)

for Withdrawal column. If the Add Withdrawal Penalty is not selected, and the user withdraws from a Session, the selected recipients will receive this email stating that no withdrawal penalty has been applied.

Led Training


The REASON.CANCEL.SESSION tag is available for the Cancel Session email so that the reason entered by the administrators when the session was cancelled can be included in the email. This tag will display the reason selected in the drop-down by the administrator who cancelled the session.

ILT Administration





Session is approved and available for enrollment. If this email is created with a Send To of "Interested users," it will trigger an email to users on the Interest Tracking list if the users are included in the session availability criteria for the session when that session is created.

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Email Administration Quick Reference CardSelect the following link to download a Quick Reference Card that guides you through the process of managing and creating emails: Email Administration Quick Reference Card

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